Senior Program Coordinator/ Administrative Coordinator

Job Summary

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. 1 fellowship coordinator, and 7 program and admin support staff.

Diversity is a core value at University of British Columbia and in the Department of Radiology. The Department members are committed to building and sustaining an inclusive and equitable working and learning environment for all students, staff, and faculty.

The Senior Program Coordinator/ Administrative Coordinator provides a wide range of administrative and financial support varying in complexity to the faculty and Program Operations and Conference Manager of the 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 department members, invited guests and members of the public.

Responsibilities include: Weekly Grand Rounds including Visiting Professors, Initiating and processing of complex financial transactions for the academic administrative division; events and other administrative tasks such as coordinating meetings, taking minutes, responsible for the administration record management of the department’s evaluation, faculty databases, electronic files and website updates for the academic administration.

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

Organizational Status
Works with the Academic Administration team and reports directly to the Programs Operations and Conference Manager

Work Performed

Senior Program/Administration

Manages independently the complex weekly Grand Rounds/Visiting Professor Program in collaboration with the Program Manager, the Vice Chair CME, Conferences & Grand Rounds and Head of the Department. Proactively develops the master schedule and distributes weekly e-notices, ensuring timely communication of changes or cancellations. Acts as single point of contact with faculty, residency staff, and guest lecturers in delivering UBC Radiology grand rounds program.

Prepares Grand Rounds evaluations report to presenting faculty and provides each faculty member with their CPD credit summary annually.

Responsible of promotion of UBC Radiology Grand Rounds through newsletters, social media and interdepartmental communication.

Coordinates all video conferences and in-person lectures in collaboration with UBC Digital Solutions, ensuring smooth technical setup and resolving issues as they arise. Serves as the administrative moderator during both Zoom and in-person sessions.

Coordinates and assists with technical inquiries for in-person/hybrid conferences with hands-on sessions.

Responds to all inquiries regarding Grand Rounds.

Updates departmental website with all Grand Rounds videos and performs other website updates in order to keep the website up-to-date.

Ensures compliance with the Royal College of Physicians and Surgeons of Canada’s Maintenance of Certification Program for Radiology and Nuclear Medicine Grand Rounds. Maintains CPD credit records for audit purposes.

Manages Visiting Professors' visits, coordinates travel, accommodation, catering, and liaising with the Residency Program.

Oversees the creation of the department’s weekly and mid year/year end e-newsletters. Proof reads and ensures accuracy and completeness.

Coordinates the planning and administration of events such as conferences (e.g., Vancouver Imaging Review, MSK Whistler), Wellness Initiatives, EDI programs, Summer BBQs, and the Vancouver Summer Program, AI Symposium etc. Responsibilities include assistance in the CPD accreditation process, event promotion, flyer creation, website updates, evaluations, certificates, and document filing per UBC standards.

Coordinates committee meetings: prepares agendas, books rooms or virtual platforms, arranges catering, takes minutes, and distributes them promptly.

Maintains staff/faculty listservs and the department’s internal database.

Acts as a liaison for external agencies, health authorities, and internal units, representing the Department Head and Programs Operations and Conference Manager. Responds to inquiries independently and directs issues appropriately.

Recognizes and responds to urgent and high-priority requests. Provides referral information and ensures accurate information dissemination to the UBC community.

Coordinates departmental research grant proposal submissions and ensures compliance with Faculty of Medicine deadlines and requirements.

Manages day-to-day office operations including supply orders, mail handling, courier arrangements, and equipment service coordination.

Organizes and maintains digital filing systems for faculty files, events, and other departmental materials.

Provides coverage and support to fellow Administrative Coordinators during peak periods, vacations, or sick leaves

Finance

Oversees and performs independently all financial processing for events, conferences, courses and grand rounds in the department. Initiates and processes financial transactions in Workday including expense reports, internal transfers, purchase requisitions, and quotes.

Initiates Workday financial business processes such as preparing internal transfers, purchase orders, journal vouchers, request for payment, invoice reconciliation contractor payments in Workday, including contract creation and timely processing.

Performs financial processing and transactions for supplier invoices for fund transfers to collaborators, ensuring compliance with procedures.

Manages invoicing and accounts receivable for the department; tracks payments, monitors outstanding invoices, and follows up with clients and finance units.

Prepares and processes complex financial documents (journals, reimbursements, purchase orders) and files documents accordingly.

Ensures proper authorization and documentation before submission to Workday.

Administers the Dept’s research grant proposals for review and Dept Head’s signature; ensures grant deadlines are met for the Faculty of Medicine Dean’s Research Office submission.

Creates and tracks sponsorship invoices for programs and conferences; monitors related expenses and provides updates to the Program Operations and Conference Manager and/or Department Head.

Processes all reimbursements and expense claims for Visiting Professors, including supplier setup and tracking of payment status.

Develops and monitors budgets for faculty and researchers, ensuring grant compliance and that worktags are not overspent.

Maintains transaction files for audit purposes and assists in audit preparations.

Performs other related duties in support of administrative and financial operations.

User training, Process Improvement and Web updates

Provides training to Practice Groups, Fellows, and Staff, incl. MRI 50 % admin coordinator on Workday finance processes and also website update tasks.

Identifies opportunities to improve the efficiency and effectiveness of program and event processes, drafts process manuals, and implements new procedures after review with department leadership.

Stays current with emerging technologies and industry trends to ensure innovative and effective solutions for conferences/courses and events and oversees the implementation of new technologies.

Demonstrates a proactive approach to learning and adopting new tools, platforms, and methodologies relevant to the role.

Continuously updates technical knowledge and skills through research, training, and collaboration and keeps team well informed.

Minimum Qualifications

• High School graduation, plus a two-year post-secondary diploma.
• Training in office procedures and administrative practices (4 years experience)
• Advanced proficiency in MS Suite including Mailmerge, Adobe Suite and Zoom applications. Workday, Canva, WordPress, Qualtrics platforms preferred.
• Intermediate proficiency in communications and creative writing skills to support the departmental newsletters with creation/distribution.
• Ability to perform word processing at 55 words per minute and ability to operate a normal range of office equipment.

Preferred Qualifications

• 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.
• 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.