Admin Coordinator

Job Summary

The Administrative Coordinator provides comprehensive administrative support to the Department of Urologic Sciences. This role is pivotal in ensuring the efficient coordination of departmental activities, including managing schedules, organizing events, and maintaining essential records. The incumbent will liaise with faculty, staff, students, trainees and external partners to facilitate seamless operations within the department.

Organizational Status

Reporting directly to the Department Administrative Manager, the Administrative Coordinator collaborates closely with faculty members, medical staff, and other administrative personnel within the department and related organizations.

Work Performed

• General Admin & HR Support

Acting as administrative assistant to Department Administrative Manager and Vice Chair, Clinical Operations.

Manage the appointment schedules of the Department Administrative Manager and Vice Chair, screening and prioritizing meeting requests.

Coordinates the Urology Residents’ call schedules, including all changes. ensuring updates and coordination with external agencies like BC Transplant.

Facilitates contracts related to MOCAP, grant funding, and observer / visitor requests.

Processes access requests and badges for trainees, visitors and new faculty.

Coordinates recruitment and appointment processes for clinical fellows and visiting students in collaboration with PGME and departmental admin staff.

Coordinates the updated records of faculty CVs, and supports documentation for grant applications, promotions and teaching portfolios.

Prepares and submits Workday transactions (including but not limited to appointments, reappointments, leaves, costing allocations) and gathers documentation for ARPT and CARP processes.

Liaises with community partners, agencies, and organizations to coordinate the flow of information to the department.

Creates and updates job manual for own portfolio.

Provides coverage for colleagues as needed.

Performs additional administrative duties as required.

Coordinates departmental committees including Leadership, Research, Education, and Fellowship Committees.

Prepares agendas, schedule meetings, records minutes, and tracks follow-up actions.

Organizes educational events such as Grand Rounds, M&M rounds Research Day, and weekly VPC seminar series.

Liaises with internal and external speakers, manages logistics, and ensures IT support for hybrid events.

Organizes the department’s Annual Research Day, ensuring all logistics, materials, and communications are in place.

Organizes travel arrangements for visiting professors (VP) and faculty members, including itineraries. On average, 4-6 VPs a year.

Supports videoconferencing for educational events, ensuring connectivity and troubleshooting as needed.

Schedules and facilitates visiting students, undergraduate medical students, and other trainees for clinic and OR observerships. Including confirming student rotations and troubleshooting any roadblocks.

Manages event organization, such as departmental end of year event, resident and fellow welcome, using appropriate digital platforms, such as Qualtrics; handling RSVPs and evaluations.

Coordinates visits, tours, conferences, seminar, and special events for the Department (including, weekly Grand Rounds, M&M rounds, RCC rounds, MRI rounds and other Urology rounds and other educational activities)

Coordinate weekly VPC seminar series, including confirming and scheduling internal and external speakers, room bookings and facilitating IT support.

Log and track faculty teaching hours for reporting purposes.

Coordinate and distribute materials for educational events such as seminars and training sessions. Including sending weekly evaluation form to residents.

Maintain and update the department’s website using UBC’s content management system.

Composing correspondence and distributing announcements to department members.

Responsible for maintaining departmental faculty, trainee and graduate student email lists.

Updates the Departmental webpages as required.

Responsible for Social Media posts on departmental news and events, awards and other changes.

Assists with creating, refining and troubleshooting administrative processes as required.

Creates, posts and distributes monthly newsletter.

Performs other related duties as necessary.

This position requires a high degree of accuracy, confidentiality, and professionalism. Errors in judgment or processing could lead to miscommunication, scheduling conflicts, or breaches of sensitive information, potentially affecting departmental operations and reputation.

Supervision Received

Works under the general supervision of the Department Administrative Manager, with considerable latitude for independent judgment and initiative.

Supervision Given

Formally trains new staff on work procedures, and / or oversees work of students and / or temporary staff

Minimum Qualifications

High School graduation, plus a two year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.

Preferred Qualifications

Knowledge of UBC policies and procedures preferred

Ability to maintain accuracy and attention to detail

Ability to anticipate problems and issues and plan ahead

Ability to effectively prioritize

Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English

Ability to maintain accuracy and attention to detail

Ability to anticipate problems and issues and plan ahead

Ability to effectively use Outlook, Word, Excel and PowerPoint at an intermediate level

Ability to take and transcribe accurate meeting minutes

Ability to prioritize and work effectively under pressure to meet deadlines

Ability to deal with a diversity of people in a calm, courteous, and effective manner

Ability to work effectively independently and in a team environment

Ability to communicate effectively verbally and in writing

Ability to exercise tact and discretion

Ability to make thoughtful, informed, and thorough decisions

Ability to determine the nature and urgency of inquiries and issues, and triage appropriately

Ability to work additional hours occasionally in evenings and early mornings, and rarely on weekends, as required