Operations Coordinator, UBC AI and Health Network

Job Summary

The Operations Coordinator, UBC AI and Health Network, is responsible for the overall operational management and administration of the , ensuring the effective management of activities, partnerships, communications and strategic initiatives. Working closely with the Director, Network Management, and in consultation with the Network Co-Leads, the Operations Coordinator oversees the planning, implementation, and continuous improvement of Network operations.

The role provides leadership and coordination across a broad portfolio of functions, including financial and resource management, internal and external partnership engagement, communications and knowledge translation, outreach and partnership development, education and training initiatives, project management, strategic planning, policy development and implementation, and grant development and administration. The Operations Coordinator also supports the successful delivery of the Network's research, engagement, and capacity-building activities, while fostering collaboration among internal and external partners.

In addition to managing established Network operations, the Operations Coordinator contributes to the ongoing growth and sustainability of the UBC AI and Health Network by supporting the achievement of its strategic priorities and organizational objectives.

Organizational Status
The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities in the world. Since 1915, UBC’s entrepreneurial spirit has embraced innovation and challenged the status quo. UBC encourages its students, staff and faculty to challenge convention, lead discovery and explore new ways of learning. At UBC, bold thinking is given a place to develop into ideas that can change the world.

Ranked among the world’s top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 11,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.

The Faculty of Medicine - comprised of approximately 2,700 administrative support, technical/research and management and professional staff, as well approximately 600 full-time academic and over 10,000 clinical faculty members - is composed of 19 academic basic science and/or clinical departments, 3 schools, and 26 research centres and institutes. Together with its University and Health Authority partners, the Faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province.

The UBC AI and Health Network is a new initiative established at the Faculty of Medicine with the vision to enable healthcare transformation in British Columbia through innovation driven by artificial intelligence (AI). The goal of the Network is to build capacity for research; education and training; and partnerships, outreach and engagement. The Network will enable the convergence of key strengths and existing collaborations within our ecosystem. The Operations Coordinator, UBC AI and Health Network will work closely with the Director, Network Management, Network leadership, and Network members. This position develops relationships with those internal to UBC as well as those external including partner institutions, health authorities, industry, not-for-profit organizations, collaborative research partners, donors and others as required to facilitate appropriate development and leadership of research, administrative, training, and engagement activities.

Work Performed
Strategic Program and Project Support:

• Manages, leads, and coordinates the day-to-day Operations of the UBC AI and Health Network office; includes ongoing quality assessments to maintain high quality standards and to ensure cohesive operations for all program activities of the Network
• Supports the Director, Network Management in coordinating the implementation of approved Network priorities, goals, and objectives. Manages the development, documentation, and implementation of administrative procedures, processes, and systems by reviewing current practices, gathering information, consulting with internal and external partners as required, and preparing recommendations for consideration by the Director.
• Manages and leads the implementation of specific initiatives in support of AI and Health strategic and operational priorities and opportunities; streamlines administrative tasks, provides project oversight
• Exercises initiative and judgment to respond to complex issues and resolve problems related to office administration, finance, projects, polices, and procedures.
• Provides direction and general information for all inquiries within the Network

Program Planning, Execution and Management:

• Prepares and develops program plans to identify goals, objectives, risks and assumptions. Monitors the logistics, timelines, scope, schedule, communication, budget and other key aspects to ensure successful delivery through to completion. Identifying resources required to produce planned deliverables
• Follows project/program management best practices, procedures and quality objectives, and tracks metrics for assessing progress. Ensures compliance with relevant UBC policies, procedures and standards
• Contributes to the preparation, assembly, presentation and distribution of project proposals and reports by compiling information from within the Network, and creating documents, charts, tables and figures to summarize progress and findings.
• Reviews proposed plans to identify administrative, operational, or implementation risks and provides recommendations on mitigation options. Identifies barriers to project implementation and works collaboratively with stakeholders to develop practical recommendations for review by the Director, Network Management.
• With input from AI and Health Network leads, develops, establishes and manages administrative policies, processes and systems to meet the operational needs of the programs. Continually evaluates their effectiveness, offers suggestions and implements improvement initiatives.
• Responsible for the change management activities for assigned projects by identifying administrative impacts, preparing communication and implementation materials, tracking stakeholder feedback, and incorporating approved change activities into project plans. Escalates significant change impacts or risks to the Director, Network Management
• Maintains correspondence and queries with respect to Network funding calls, and develop and maintains relationships with Network members who receive this funding through the Network joint inbox
• With the guidance from the Director, Network Management, manages all reporting for all actively funded projects including developing forms and reports with UBC tools for review by the Network Director and Co-Leads
• Manages the planning and delivery of education, training, and upskilling activities in support of approved Network priorities. Assesses operational requirements, develops timelines and workplans, identifies logistical or administrative risks, coordinates communications and materials, and recommends adjustments to support effective delivery.
• Oversees and leads the Network’s annual symposium
• Coordinates and analyzes tracking systems for research and industry partnership engagements. Monitors activity status, follow-up requirements, reporting obligations, and emerging issues. Identifies trends, gaps, or risks in engagement tracking and provides recommendations to support relationship management and operational planning. Liaises with the Faculty of Medicine Development Office on donor reporting

Finance and Resources:

• Participates in strategic budget and financial planning processes, supporting the Director, Network Management, on the priority initiatives or requests.
• Responsible for managing and overseeing the financial activities in the AI and Health Network and preparing financial reporting to the Donor and other governance bodies

Communications:

• Facilitates research communications within the Network and with the Faculty of Medicine communications partners and external stakeholders. Assesses communication needs, gathers and reviews information for accuracy and relevance, identifies appropriate channels and timing, and prepares or recommends communication approaches for review where required.
• Liaises with other contributors including staff writers, grant development officers, and technical personnel such as data scientists, statisticians, post-doctoral fellows, research engineers, research associates and graduate students to communicate and showcase departmental research activities.
• Develops, drafts, produces, and distributes Network communications, including newsletters, social media content, web updates, and materials for Faculty of Medicine communication channels. Determines appropriate content, tone, timing, and distribution approach within established communications guidelines and seeks review from the Director, Network Management on sensitive, high-profile, or strategic matters
• Manages Network social media channels and identifies timely, relevant content related to Network activities, funding and career opportunities, research findings, news items, and upcoming events. Exercises judgement in selecting, prioritizing, and preparing content in accordance with approved communications practices, and refers sensitive or reputational matters for review.
• Develops digital and print advertising for events in partnership with the Office of Research, Faculty of Medicine Communications Team
• Responsible for creating and updating website content for a research directory showcasing Network members. Reviews and verifies information for accuracy, completeness, and consistency. Identifies content gaps or update requirements and recommends improvements to support usability and visibility of Network research activities

Events and Meeting Management:

• Manages various internal events and meetings. Plans and organizes these meetings, seminars and workshops to facilitate exchange of information and build awareness of the Network and research activities. This includes developing event plans, event and meeting materials, participate in the oversight of on-site event logistics and attend functions; troubleshoot problems and authorize/implement corrective measures.
• Responsible for measuring the success of events by creating event feedback surveys, compiling results, and providing recommendations to the Director, Network Management for future events.
  

Consequence of Error/Judgement
Must exercise good judgment, initiative, and knowledge in handling matters of departmental policies and procedures. Unusual problems are referred to the appropriate supervisor. Will handle sensitive information and must do so confidentially.

Supervision Received
Works independently within task objectives; works closely with Faculty members affiliated with the Network. Receives advice from experienced peers. Reports to the Network Director and takes direction from the Network Co-leads.

Supervision Given
None.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the 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

• A graduate degree in a relevant discipline including biological sciences, health, AI, or data science is preferred.
• Experience with UBC research operations and financial systems an asset
• Knowledge of project management methodologies and principles, project evaluation and monitoring, and multiple project interaction and integration.
• One to three years of recent experience in a university or research establishment environment is preferred.
• Ability to conduct needs analyses, plan, organize, manage, monitor, complete, and evaluate projects within allocated time and resources.
• Ability to manage multiple tasks and assignments within a fast-paced environment.
• Ability to exercise sound judgment.
• Ability to make thoughtful, informed, and thorough decisions.
• Ability to determine the nature and urgency of inquiries and issues, and triage appropriately.
• Ability to analyze and interpret data, determine implications, and provide recommendations.
• Ability to think conceptually.
• Ability to understand and apply policies, procedures, and instructions.
• Ability to effectively use required software e.g., Microsoft Office, Visio, Adobe Acrobat, PhotoShop, web editor at an intermediate level.
• Ability to communicate effectively verbally and in writing.
• Ability to identify and correct missing and incomplete data.
• Ability to be thorough, accurate, and have a high level of attention to detail.
• Ability to compose correspondence, reports, presentations, and other written materials using clear, concise business English.
• Ability to work effectively independently and in a team environment.