Vancouver - Point Grey Campus
CUPE 2950 (Cler/Secr/Library)
CUPE 2950 Administrative Suppt
Administrative Support 4 (Gr8)
Faculty of Medicine
Desired Start Date:
The Curriculum Coordinator provides senior confidential administrative and coordination support to areas within the Office of the Executive Associate Dean, Education (EADE) (60%) and Office of the Dean (40%); specifically, the Faculty of Medicine (FoM) Curriculum Team.
The Curriculum Coordinator is primarily responsible for supporting the core functions of the FoM Curriculum Team which includes coordinating the flow of information and day to day activities, ensuring accurate and timely support of education curriculum proposals for the FoM Curriculum Team. The incumbent is responsible for providing confidential, administrative and project support to the FoM Curriculum Team. This position is responsible for preparing comprehensive curriculum documents and the coordination of complex meetings. The incumbent also provides senior secretarial support where required.
The Curriculum Coordinator supports the FoM Curriculum team's function and productivity, their formation and maintenance of collaborations and communications with stakeholders appropriately. This position will support scheduling of group meetings, booking rooms and video conference facilities, and organizes catering when required. Implements and follows office routines, unit functions, and University policies and procedures while exemplifying a professional work ethic and a high level of customer service.
The incumbent will provide a high level of understanding and initiative in required administrative areas while maintaining confidentiality.
The position is structured at 1.0 FTE status and is based out of UBC-Point Grey Campus.
The Curriculum Coordinator reports jointly to the Manager, Office of the EADE and to the Governance and Recognition Coordinator, Office of the Dean. Takes direction from the Associate Director, Education. Interacts frequently with the members of the EADE team, Office of the Dean and the UBC Faculty of Medicine at large.
The largest of the 12 faculties at the University, the Faculty of Medicine (FoM) is composed of 19 academic basic science and/or clinical departments and a number of schools, research centres and institutes. The Faculty's annual consolidated budget is over $600 million including operating, research, special purpose, endowment and trust funds. The Faculty has approximately 1500 secretarial/clerical support, management and professional staff, as well as over 700 full-time academic and over 5000 clinical faculty. Together with its partners including BC's six Health Authorities and their affiliated teaching hospitals, the Faculty provides innovative programs in the areas of health and life sciences through a province-wide delivery model with learners, faculty and staff located throughout British Columbia.
- Monitors FoM curriculum inbox and responds to emails in a timely manner; prioritizes actions items for attention of the curriculum team while exercising diplomacy, sound judgement and tact in dealing with members of the Provost Office, senior government and the University.
- Reviews curriculum proposals upon intake and liaises with FoM curriculum proposers to ensure all required documents are submitted with the curriculum package.
- Assists in preparing proposals, briefing notes, supporting documents, presentations, correspondence and general communications along the continuum of the curriculum approval process; tracks all curriculum requests through to completion.
- Responsible for managing the records management system for FoM curriculum requests which includes filing, creating/maintaining files, and archiving files as necessary.
- Coordinates meetings for the team, including complex meetings across sites within and between regions, identifying and communicating high priority requests, researching and preparing supporting documents and materials for meetings.
- Adapts appropriately to changing requirements and needs in regards to scheduling
- Coordinates, assembles, tracks, and maintains bring-forward materials from a variety of sources for meetings involving the FoM Curriculum team.
- Assists with development and implementation of FoM Curriculum policies and procedures
- Researches and assists with projects and initiatives as directed by the Manager, Office of the EADE and the Governance and Recognition Coordinator, Office of the Dean.
- Coordinates assigned projects and initiatives that are essential to the FoM Curriculum portfolio to ensure faculty needs are met, that projects are completed on schedule, and that contingency plans are explored to mitigate challenges.
- Maintains smooth running of the FoM Curriculum portfolio in the absence of the Manager, Office of the EADE and/or the Governance and Recognition Coordinator, Office of the Dean by exercising independent judgement (in selecting and interpreting information, and reconciling deviations from standard methods) and initiative on time-sensitive issues.
Office of the Executive Associate Dean, Education and the Office of the Dean General
- Provides calendaring support and schedules meetings for the Associate Director, Education.
- Provides administrative support for select Faculty level standing committees - Faculty Executive Committee and Full Faculty Committee and related tasks as needed.
- Provides logistical support to Education Pillar Working Groups and Vancouver Summer Program as needed.
- Transcribes and distributes minutes and meeting notes for various high level and confidential meetings within the respective portfolios as required.
- Provides technical assistance for presentations, as required.
- Creates and communicates announcements for broad distribution to the Faculty, and external networks, as appropriate.
- Prepares reimbursement of travel expenses and other expenses, as required.
- Provides support to Education related events, as needed
- Provides coverage to the Administrative Coordinator, EADE Office, as needed.
- Provides orientation and training support for new or temporary staff, as appropriate.
- In consultation with the Manager, Office of the EADE and the Governance and Recognition Coordinator, Office of the Dean, provides back-up coverage, as needed to the relevant portfolios within the Office of the EADE and the Office of the Dean.
- Maintains and updates a procedures manual for the position.
- Performs other related tasks as required.
Reports jointly to the Manager, Office of EADE and to the Governance and Recognition Coordinator, Office of the Dean. Takes direction from the Associate Director, Education. Performs duties independently and in accordance with established procedures.
When necessary, formally trains new staff on work procedures. Oversees work of students and/or temporary staff.
Consequence of Error/Judgement
This position requires judgement, tact, discretion and initiative to an outstanding degree. The incumbent is expected to use sound judgement to respond to frequently changing conditions and priorities and to prioritize assignments accordingly for themselves, Errors in judgement or ineffective communication will compromise the effectiveness and efficiency of the Office of the Executive Associate Dean, Education and the Office of the Dean on matters relating to education and research, and could reflect negatively on the UBC Faculty of Medicine and the University. Unusual issues should be brought to the attention of the Manager, Office of the EADE and the Governance and Recognition Coordinator, Office of the Dean.
High School graduation and two year post-secondary diploma. 4 years related experience or the equivalent combination of education and experience. Ability to exercise high level of tact and discretion.
Effective oral and written communication, excellent interpersonal and organizational skills. Ability to take initiative, work independently, but also function collegially within a close team-working environment.
Proven ability to adapt to and work effectively in a fast-paced and multi-tasked environment.
Ability to take initiative, work independently, but also function collegially within a close team-working environment.
Computer experience required (Word, Excel, Access, Outlook, and PowerPoint preferred).
Demonstrated strong ability to manage Outlook and related electronic platforms (doodle polls).
Ability to compose correspondence and reports using clear, concise business English.
Ability to use word processing, spreadsheet, database, Internet and desktop graphic applications at an advanced level.
Ability to type 60 w.p.m. and to operate a normal range of office equipment.
Ability to take and transcribe accurate minutes in highly confidential and high-profile meetings.
Experience with videoconferencing and teleconferencing an asset.
Ability to deal with a diverse group of people in a calm, courteous, and effective manner.
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.
All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.