Administrative Coordinator

Job Summary

The Canadians Seeking Solutions and Innovations to Overcome Chronic Kidney Disease (Can-SOLVE CKD) Network is Canada’s largest-ever kidney research initiative. Based at UBC, it is a national partnership of patients, researchers, health care providers, and policymakers working to transform treatment and care for Canadians affected by chronic kidney disease. The network advances patient-oriented kidney research through innovative projects shaped by patients’ experiences and priorities, while building resources and national infrastructure that strengthen Canada’s capacity to lead kidney health research.

The Administrative Coordinator provides complex operational and administrative support to the Can-SOLVE CKD Operations Team. The role supports the network’s councils, committees, research projects, and partner groups, including the Indigenous Peoples Engagement and Research Council (IPERC) and the Patient Governance Council (PGC). Key responsibilities include operations planning, research coordination, information management, event support, research assistance, financial administration, and liaising with patient partner volunteers. Because Can-SOLVE CKD is a national research network involving many partner institutions, the Administrative Coordinator must be comfortable working with flexibility and adaptability to meet diverse needs and working styles, meeting strict deadlines, protecting confidential information, and collaborating with diverse partners across Canada.

Equity and diversity are essential to research and the work of Can-SOLVE CKD. 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 a person who identifies as First Nation, Metis, Inuit, or Indigenous. Can-SOLVE CKD welcomes a broad range of applicants and accommodations are available for candidates taking part in all aspects of the selection process. Indigenous Cultural Competency training will be required for this role (e.g. San’yas or equivalent.)

Can-SOLVE CKD is a national network; therefore, some travel will be required, mostly within Canada. The role will also require some flexibility in work hours from time to time, including early mornings, evenings, weekends, and overtime as needed to ensure the success of Can-SOLVE CKD events. The position is a full time, one-year contract role, with the possibility of renewal and extension subject to funding and performance.

Organizational Status

The Administrative Coordinator reports to the Executive Director, with day-to-day work assignments and direction provided by the Projects & Programs Lead and the Finance Manager. The Administrative Coordinator works closely with the operations team and interacts with partners, including patient partners, researchers, academic institutions, and partner organizations across Canada. The role requires tact, discretion, and sound judgment when handling sensitive matters and confidential information.

Can-SOLVE CKD is one of five chronic disease networks supported by the Canadian Institutes of Health Research through Canada’s Strategy for Patient-Oriented Research (SPOR). Funding is also provided by more than 60 partners, including provincial kidney care agencies, health charities, universities, and pharmaceutical companies. Since its inception, the network has brought together more than 450 research team members and more than 75 patient partners across Canada, with an overall budget exceeding $50 million and 27 research projects.

Work Performed

Network and Office Management

• Supports one-time and ongoing initiatives that advance the Network’s strategic plan and annual workplans.
• Prioritizes, develops, and assesses administrative needs, including workflow, priorities, and goals.
• Provides administrative support to the Patient Governance Council, IPERC, ROCKeT committee, and other network structures, for example, scheduling meetings, checking calendar availability, coordinating schedules, taking meeting notes and sending follow-up emails.
• Oversees the calendar of events for the Network, Executive Director and Operations Team.
• Maintains accurate email lists, directories, records, filing systems, archival materials, software license records, and cloud-based storage for the Network’s councils, working groups, research projects, and committees.
• Coordinates IT maintenance for office equipment and provides basic IT support.
• Liaises with building management and property staff about maintenance and office needs.
• Monitors the cultural competency training platform, responds to queries, and directs questions to the appropriate operations team member.
• Provides HR support by fielding online applications and organizing interviews.
• Contributes to a respectful, inclusive working environment.
• Facilitates grant application submissions by ensuring required paperwork is filed for institutional approval.
• Purchases and maintains inventory for medical supplies for ongoing research projects.
• Performs other duties as required.

Event Planning

• Coordinates, organizes and executes network workshops and events (e.g. seminars, conferences, symposiums, etc.), including the national network-wide annual meeting
• Researches and secures appropriate venues across Canada and the United States, and negotiates requirements with vendors and venues, including hotel rooms, meeting rooms, food and beverage, and audiovisual support
• Coordinates event logistics, including preparing and distributing event information, responding to inquiries, preparing meeting rundowns, arranging venues and catering, coordinating IT and technician support, assembling and distributing workshop and conference materials, coordinating volunteers, providing on-site support, completing post-event follow-up, and preparing brief event reports.
• Works with the UBC Travel Agency to support travel requirements for conferences and meetings, including hotels, flights, and ground transportation for core staff and patient partners.

Finance Support

• Ensures documentation is gathered accurately for requisitions, travel claims, honoraria, invoices, and credit card payments, and completes paperwork for financial processing.
• Coordinates accounts payable
• Monitors office expenses.
• Maintains records and filing systems.
• Provides assistance to Finance Manager as needed.

Consequence of Error/Judgement
Can-SOLVE CKD is an interdisciplinary research network whose success depends on fruitful collaboration between diverse groups, engagement of patient partner volunteers and other stakeholders. Work requires initiative, creativity, and attention to detail. The incumbent must be capable of managing and coordinating a number of complex tasks at the same time, often with strict deadlines. The position requires the ability to manage the work effectively, seeking clarification on the management of project priorities, schedules, and resource requirements as needed. The individual must also be able to work effectively under pressure to meet deadlines. Accuracy is essential since errors may negatively affect Network projects, the patient community, future funding, and the reputation of the Network and partners. Initiative, tact and advanced problem-solving skills will be required in order to maintain good relations with all members.

Supervision Received
The Administrative Coordinator works independently under broad direction and minimal supervision. Work is performed in accordance within authorized prescribed limits. Work requires ongoing prioritization. Independent judgement must be exercised in selecting or interpreting information, and reconciling deviations from standard methods. Jobs are governed generally by broad instructions, objectives, and policies. Work pressures, peak periods, multiple demands, deadlines or interruptions frequently impact task completion ability.

Supervision Given
None

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.

- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Experience working in a clinical research environment.
• Proven administrative experience in a large and complex organization.
• Strong organizational, problem-solving, planning and analytical skills and possess exceptional attention to detail.
• Experience managing projects that involve a variety of stakeholders.
• High proficiency with word processing, spreadsheet, and presentation, project planning and scheduling applications.
• Strong oral and written communication skills, with the ability to communicate professionally and tactfully.
• Proficient in the use of English grammar, spelling, punctuation and professional terminology.
• High degree of professionalism and excellent public relations and interpersonal skills when working with a diverse range of offices and organizations.
• Ability to compose correspondence and other written materials using clear and concise business English.
• Ability to work independently and cooperatively both within the Can-SOLVE CKD network community and with external stakeholders.
• Ability to effectively manage multiple tasks and priorities.
• Ability to exercise judgment, tact, discretion and diplomacy.
• Pro-active and cognizant of conflicting priorities with the ability to advise and direct resolutions.