Administrative Coordinator

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - HR Admin Clerk 4 (Gr7)

Job Title

Administrative Coordinator

Department

Program Operations Conference Management | Department of Radiology | Faculty of Medicine

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

June 16, 2026

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

Ongoing

Administrative Coordinator, Grade 7

We ask that all candidates provide a cover letter as part of their application.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff, and students.

Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

The position is a 1 FTE (35 hours/week).

This is a split position – 40% MRI Research Centre and 60% Academic Administration, Department of Radiology.

This position is hybrid with on-site days at the MRI Research Centre and/or at the Diamond Centre and/or as per operational needs.

The Department of Radiology consists of 277 dedicated faculty members including: 16 full-time/part-time, 234 clinical, 11 emeritus/honorary members and 16 associate members. The Department members are mostly in Vancouver but also include members in North Vancouver, Fraser Valley, Victoria, Prince George, and the Okanagan. The Department Office consists of 3 managers, one program education coordinator, and 7 program and administrative support staff.

Diversity is a core value at University of British Columbia and UBC MRI Research. All members are committed to building and sustaining an inclusive and equitable working and learning environment for all students, staff, and faculty.

The Administrative Coordinator provides a wide range of administrative and financial support varying in complexity for the Head of the Department, the Associate Director of Operations of the UBC MRI Research Centre and the Program Operations and Conference Manager, Department of Radiology. The incumbent acts as the frontline resource person for inquiries, actively communicating and liaising tactfully and effectively with a wide-range of staff/faculty members and members of the public.

This role will be providing high-level administrative support to the Head of the Department, senior academic leadership team and Program Operations and Conference Manager demonstrating initiative, discretion, and sound judgment in independently managing time-sensitive, complex and confidential matters. The responsibilities will extend well beyond routine clerical functions, requiring comprehensive coordination, effective communication, and strong prioritization skills. A significant component of the position will involve supporting senior leadership roles such as Vice Chairs and the Associate Director of the UBC MRI Research Centre without direct supervision, which demands the ability to anticipate needs, exercise greater judgment, maintain confidentiality, and act proactively with initiative. Having the job split between 2 units requires the employee to manage their time and responsibilities efficiently as well as learn the details and differences between the 2 roles

This is a fast-paced, demanding yet challenging position with a variety of administrative components requiring flexibility, confidentiality and timely decision making, prioritization and multitasking.

Organizational Status
Works with the administration team and reports directly to the Associate Director of Operations for the UBC MRI Research Centre and the Program Operations and Conference Manager for the UBC’s Department of Radiology, Academic Administration. The Department Head is ultimately responsible for UBC MRI Research, a division within the Department of Radiology.

Work Performed

Administration:

• Oversees the administration of MRI Research Centre and coordinates work processes, establishes priorities, and resolves complex issues for both MRI Centre and Radiology.
  
• Assists the Head of the Department, Leadership Team including Director and Associate Director of MRI Centre, 9 Vice Chairs, and Program Operations and Conference Manager in the day to day operations, proactively organizing the calendar by categorizing meetings, coordinating the schedule, providing availability, identifying and communicating high priority requests, and preparing and sending highly confidential documents.
• Proactively creates and administers the Department’s weekly and midyear/year end e-newsletter with the Department Head and Vice Chairs or other guests in administering submission processes, preparing, proofing and formatting the newsletter, ensuring accuracy and completeness prior to the weekly and quarterly e-distribution.
• Responds to and triages emails, and in-person inquiries on behalf of the Department Head and MRI Centre, and provides information of a complex nature.
• Identifies urgent and timely requests, recognizing priorities and coordinates with others involved and takes appropriate action. Provides referral information as necessary. Provides accurate and clear information to the faculty, users, students and the university community related to Radiology and MRI Centre administration/services as well as other campus resources.
  
• Screens and responds independently to a variety of written and verbal inquires of an interpretative nature, redirects or resolves issues as appropriate.
  
• Develops, analyzes, composes complex confidential correspondence and other materials in preparation for meetings, programs and projects.
• Negotiates leases for equipment and acquisition of equipment, e.g. computer equipment, photocopier/scanner machine, furniture and equipment for the MRI Centre’s two facilities, and arranges for their purchase, satisfactory installation, and appropriate staff orientation for use.
  
• Coordinates ongoing facility contracts such as water delivery and IT services
  
• Responsible for the MRI Centre’s office’s operational requirements including ordering of technical equipment/computers, office supplies, arranging couriers, service calls for equipment.
• Oversees the coordination of complex processes, such as award nominations packages and other departmental document packages. Coordinates the distribution of these packages to stakeholders and files appropriately.
• Prepares, formats, edits, proofreads and distributes a variety of documents, including reports, surveys, and centre communications.
• Coordinates the administrative preparation of conferences, courses, programs and events including retreats (virtual, hybrid and in-person), such as the annual MRI retreat which hosts ~100 attendees from across the Lower Mainland and other conferences.

This includes: promotion of events, updating websites; preparing of syllabi, creating and sending out evaluations and other administrative tasks.

• Performs financial transactions for MRI Centre, such as coordinate payments to the MRI Centre radiologist, creating internal service delivery transactions to collect scan fees from different UBC researchers, and creating purchase orders for different vendors.
• Responsible for the e-filing of faculty personnel file documents, conference/event documents and other administrative e-files.
• Plays a proactive role in posting articles, departmental news and events on the internal communication platforms. Updates general information on the MRI Centre website.
• Establishes and distributes Committee agendas and other meeting materials, and makes appropriate arrangements for doodle polls, room bookings, and/or video-conferencing connections. Takes, transcribes, and distributes minutes of various meetings in a timely manner.
• Maintains the faculty and staff list serves/e-distribution lists and Dept database and keeps team members informed of new list serves.
• Performs other duties as required.

Human Resources:

Collaborates and coordinates with the HR Coordinator of the Department of Radiology to carry out the following duties.

• Responsible coordinating appointment transactions including: hires, reappointments, job offers, salary changes, earnings distribution changes, leaves, terminations, one-time payments and other changes in employment. Review of all necessary documents to be forwarded to the HR Coordinator of the Department of Radiology for processing.
• Prepares recruitment advertisements collaborating with the Associate Director of Operations and/or Researchers. Acts as point person for new members on-line access (UBC ID, campus wide login, faculty set-up).
• Coordinate appointments, reappointments and leave of absence for faculty, staff and students who work at the UBC MRI Research and acts as liaison.
• Performs other duties as required

Consequence of Error/ Judgement

Exercises judgment, discretion, and initiative to an outstanding degree, along with a high level of confidentiality when dealing with the public and in handling matters requiring a thorough knowledge of pertinent policies and procedures of the University. Takes responsibility in planning the sequence of duties, the work methods to be employed and the action to be taken. Ensures confidentiality of various issues. A failure to get the work done in a timely and effective manner would lead to damage of the credibility of the Centre and consequently to the Director’s ability to perform his/her job well and could

ultimately lead to a loss of revenue for the Imaging Centre.

Supervision Received

Works under supervision from the Associate Director of Operations for the UBC MRI Research Centre and the Office Manager for the UBC’s Department of Academic Radiology. Performs routine duties independently and proactively.

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

• Training in office procedures and administrative practices (3 years experience)
• Advanced proficiency in MS Suite, Adobe Suite and Zoom applications. Workday, Canva, WordPress, Qualtrics platforms preferred.
• Intermediate proficiency in communications and writing skills.
• Ability to perform word processing at 55 words per minute and ability to operate a normal range of office equipment.
• Effective oral and written communication skills with strong interpersonal skills and a demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.
• Previous experience in administration within hospital setting
• Ability to take and transcribe accurate meeting minutes, Word processing/computer experience required (intermediate to advanced MS Word, Excel and Outlook.
• Ability to interact with a broad range of people in a professional and approachable manner.
• Ability to maintain accuracy and attention to detail.
• Ability to prioritize and work effectively under pressure to meet multiple deadlines.
• Ability to accurately maintain appointment calendars, and schedule appropriate appointments.
• Ability to respond appropriately to oral and written communications and make appropriate decisions.
• Ability to listen actively and attentively, obtaining clarification as required.
• Ability to exercise tact and discretion, along with a high level of confidentiality.
• Ability to work both independently and within a team environment.
• Ability to assist with moving light furniture, equipment, supplies up to 25 pounds.
• Ability to be flexible with work schedule changes to accommodate early or late afternoon meetings/events. Occasional weekend work may be required.