ABC Cluster Coordinator

Job Summary

The Autoimmune Biomedical Collaborative at the University of British Columbia is in search of a Cluster Coordinator. A coordinator is needed to help administer activities of the cluster, manage finances, plan meetings, workshops, and conferences, draft meeting notes and presentations, and maintain a web presence for the cluster. This position is part time, at 0.4 FTE.

Organizational Status
The Cluster Coordinator will report directly to Prof. Marc Horwitz and work as part of a collaborative team consisting of cluster Co-Leads.

Work Performed

• Supports cluster governance and committee activities, including the Executive Committee and trainee committee. Organizes committee meetings, prepares supporting materials, maintains records of decisions and follow-up items, and facilitates the development of advice and recommendations for consideration by cluster leadership.
• Plans and executes cluster events and engagement activities, including meetings, seminars, workshops, webinars, and conferences of up to approximately 250 participants. Coordinates comprehensive event logistics, speaker coordination, guest services, and post-event evaluation.
• Administers the financial activities of the cluster, including procurement, budget and expenditure monitoring, invoicing, expenses, sponsorships, and event revenues. Maintains financial records and identifies discrepancies or concerns requiring review by the Cluster Lead.
• Tracks research funded initiatives including milestones and deliverables, obtaining required information from project participants, preparing draft progress reports and proposals, and identifying delays or outstanding requirements for the attention of cluster leadership.
• Maintains cluster communications and information resources to support collaboration and continuity of cluster activities. Updates the cluster website and shared resources, prepares newsletters and other communications, responds to routine inquiries, and ensures information provided to members, collaborators, and stakeholders is current and appropriately organized.
• Performs other related duties as required.

Consequence of Error/Judgement
A high degree of organization, good judgment, integrity and attention to detail is required in making appropriate decisions, including those involving financial and human resource issues. Errors in judgment or decisions may negatively impact the reputation of the cluster and the University.

Supervision Received
The successful candidate needs to be a self-motivated cooperator with exceptional problem solving and multi-tasking powers, operating within established UBC policies and procedures. Sets own priorities in consultation with Prof. Horwitz.

Supervision Given
None, although may provide work direction and delegation to other personnel on occasion.

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

• A background in microbiology, immunology, or related fields (MSc preferred)
• Certification in Project Management or equivalent experience managing complex, interdisciplinary projects
• Proven experience in stakeholder collaboration and strategic communication, particularly with industry and academia.
• Familiarity with grant writing, research innovation, and event planning
• Strong organizational and leadership skills

The ideal candidate is highly motivated and brings experience in event coordination. The candidate should be comfortable with information management systems, spreadsheets, word processing, grant and report writing, and basic website development. The candidate should be able to multi-task and manage multiple projects simultaneously and should be able to manage competing deadlines and forecast upcoming responsibilities. The position requires exceptional communication skills working across multiple research and training levels and a high level of initiative, drive and personal responsibility.