Administrative Coordinator (VEC) – University of British Columbia

Job Title: Administrative Coordinator (VEC)

Location: Canada

Job Description: Staff – UnionJob Category CUPE 2950Job Profile CUPE 2950 Salaried – Administrative Support 4 (Gr8)Job Title Administrative Coordinator (VEC)Department Vaccine Evaluation Centre | Department of Paediatrics | Faculty of MedicineCompensation Range $4,739.00 – $5,102.00 CAD MonthlyPosting End Date December 10, 2024Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End Date Nov 30, 2025At 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.Job Summary
Established in 1988 at BC Children’s Hospital Research Institute, the Vaccine Evaluation Center (VEC) is jointly supported by BC Children’s Hospital and the University of British Columbia. The VEC brings together researchers from diverse backgrounds to work together towards a common goal of optimizing immunization programs and improving our understanding of vaccines. Visit for more information.The Administrative Coordinator will provide administrative support of a complex nature, including coordinating procedures and processes, while overseeing the day-to-day administration of the VEC. The individual will also support to the VEC by preparing, processing, and filing documents for a team of investigators, as well as providing reception and directing traffic for the unit. This person will need to use initiative, interpretation, and ingenuity to identify potential or actual issues, investigate causes, and resolve them. They will frequently resolve moderately complex problems and occasionally resolve complex problems, including for other staff. Their ideas will result in moderate changes to existing procedures, practices, standards, and standards. Their responsibilities will include tracking and submitting data such as staff hours and unit supplies, payroll, coordinating meetings, and preparing necessary documentation and resources.The Admin Secretary will coordinate the day to day operations and administration of the Canadian Association for Immunization Research, Evaluation and Education (CAIRE) that is run out of the Vaccine Evaluation Center (VEC). Responsibilities include providing direct support to the CAIRE executive committee to achieve CAIRE’s short- and long-term goals. The incumbent participates in project and event planning, contacting and coordinating speakers for workshops, meetings and events, assists with event grant submissions and financial management to facilitate the operations of the CAIRE.Organizational Status
The incumbent reports to the Director of the VEC and Director of Operations for clerical needs of the unit. The incumbent also reports to the management team of the VEC to complete the other related duties for the unit such as coordination of payroll, supplies ordering etc.Work will be performed in an office environment and may include travel 2-3 times/year within Canada for workshops/events/meetings.Work PerformedOrganizes the calendar of the Director of the VEC, as well as other individuals on the management team, by performing duties such as scheduling meetings and appointments, identifying and communicating high priority requests, and coordinating with other schedules. Will coordinate the schedules of the VEC team for individual requests.Assists with human resources processes, including organizing interviews, processing appointments, preparing recruitment advertisements, gathering information for merit processes, and conducting and overseeing on- and off-boarding procedures. Organizes and maintains files, reading materials, study records, and/or records relevant to activities of the unit. Tracks vacation time for all VEC team, manages absentee notifications, and tracks attendance.Responds to confidential telephone, email, and in-person inquires, and provides information of a complex nature, such as job description information and advice. Determines importance of information and locates appropriate staff in cases of emergency. Routes mail, collects and processes outgoing mail, and provides messenger service.Performs financial duties such as monitoring and reporting on payroll, sending participant reimbursement, conducting credit card payments, and travel requisitions. Receives payroll submission for all staff and ensures accuracy, reporting queries for each pay period and overseeing their resolution.Arranges and oversees special events. Coordinates travel arrangements for VEC team.Oversees logistics with facilities including space management and copier/printer maintenance.Helps to maintain VEC publications in various systems (e.g. input into UBC Circle, VEC PubMed bibliography).Acts as a resource person for the department’s offices systems by training clerical staff and demonstrating use of equipment to other users. Modifies formats and information processing systems for departmental use.Facilitates ethics applications, obtains relevant signatures and ensures that the submission is received according to the defined guidelines, while reporting and receiving direction from the investigator and/or his delegate.Provides meeting management/chair project team meetings (including agenda development).Manages the day to day social media and website communications of the various research projects conducted at the VEC. Facilitates and writes internal and external communications through newsletter and website.Managing special projects and assignments as required. This includes keeping informed of new technologies that may be of useMaintaining database of VEC accomplishments, publications and studies for reporting use.
Identification of problems in the administration of the VEC research activities and working with the management/executive team to solve these problems. Implements new policies and procedures that are developed by the management team.Performs other duties related to the qualifications and requirements of the job. Work pressures, peak periods, multiple demands, deadlines, and interruptions moderately impact task completion ability.Consequence of Error/Judgement
The nature of the work requires planning the sequence of duties, work method to be used, and the action to be taken. A high level of reliability, accuracy, initiative and maturity are vital in this position. Errors in judgment can have serious impact on the operation of the VEC. Delays in coordinating meetings and preparing documentation can delay study starts and cause the VEC to lose the ability to participate in studies that are competitive enrollment or studies that are time sensitive. It can also make the VEC look unprofessional with study participants and stakeholders. Interaction with sponsors requires professionalism and appropriate communication skills that if not done well would reflect poorly on CAIRE. Delay or lack of planning can result in failure to hold a successful CAIRE event, and reflect poorly on CAIRE. It can also diminish the confidence of CAIRE stakeholders in its ability to perform its function.Supervision Received
Work is performed independently under broad direction and supervision from the Director and general supervision of VEC management. Work is performed within authorized limits and/or an approved plan. Performs familiar duties independently and in accordance with established procedures.Supervision Given
Formally trains new staff on work procedures and trains existing staff on new procedures. Supervises and supports tasks trained on. Does not have direct reportsMinimum 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 inclusionPreferred QualificationsAbility to deal with a diversity of people in a calm, courteous, and effective manner. Ability to develop and maintain cooperative and productive working relationships within the VEC and all collaborators. Ability to approach interactions with an awareness of sensitive issues. Ability to exercise tact and discretion. Ability to work effectively independently and in a team environment. Ability to work effectively with minimal supervision.A high level of interpersonal skills to provide assistance and support to individuals under stress, showing empathy and sensitivity. Actively listens and probes for information to clarify complex request. Provides interpretation of a complex nature. Provides training and instruction of a routine nature in areas of expertise. Makes informal demonstrations or presentations in areas of expertise. Ability to communicate effectively verbally and in writing.Ability to make thoughtful, informed, and thorough decisions. Ability to exercise sound judgment. Ability to effectively manage multiple tasks and priorities. Ability to prioritize and work effectively under pressure to meet deadlines.Completion of a Medical or Dental Office Assistant program (including terminology) and 5 years of related experience or the equivalent combination of education and experience. Recent related experience working in the science field and supporting health research in an academic environment would be an asset. Relevant office management and administrative experience in a research supporting role is an asset.Ability to efficiently and effectively coordinate tasks. Ability to gather, record, and organize information. Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals. Ability to effectively use Outlook, MS Word, MS Excel, MS Access, MS PowerPoint. Ability to prepare and complete job-related documents using relevant content and appropriate format. Ability to understand and apply policies, procedures, and instructions.

Company Name: University of British Columbia

Salary: $4739 – 5102 per month

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