Program Admin Support

University of British Columbia · Vancouver · CA$4,874–CA$5,121/month (stated in the posting)

Apply on the company website

Job Title

Job Category

Job Profile

Job Family Group

Department

Compensation Range

Job End Date

Posting End Date

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

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. 

Job Summary
The Program Administrative Support role provides comprehensive administrative, operational, and facilities coordination for the Program Director, leadership team, faculty, staff, and learners. This position serves as a key point of contact for internal and external stakeholders, exercising sound judgment, discretion, and a strong understanding of departmental and Faculty of Medicine operations. Responsibilities include managing complex calendars, preparing confidential correspondence and meeting materials, coordinating committees, and supporting a wide range of program events and initiatives.

The role also oversees essential administrative functions such as credit card reconciliation, and project tracking. In addition, the position supports facilities-related activities, including office moves, renovations, and safety procedures, while liaising with Building Operations to address facility concerns when necessary. The incumbent contributes to the smooth functioning of the program by assisting with special projects, providing event coordination, and offering backup support to other administrative staff as needed

Organizational Status
The Department of Family Practice (DFP) educates learners, physicians, and midwives to be effective providers of patient-centered care in the context of the family and the community. The Department’s vision is to improve the health of the people of British Columbia, and its mission is to provide leadership for innovation in healthcare; foster partnerships for promotion and enhancement of family medicine and midwifery; support faculty to teach and inspire medical and midwifery students, and family practice residents, across the province; and support faculty to undertake primary care research and participate in other scholarship. It is important to recognize the importance of family practitioners to the health of BC’s population and strive to lead, partner, inspire, support, and innovate.

The Department is a large and complex department with 27 academic faculty, over 5000 clinical faculty and 120 staff. The Department currently includes 3 education programs, 2 academic health clinics, 8 Special Interest Focus Programs (formerly known as Divisions) and multiple research units and programs. The education programs include the Residency Program, with the largest number of residents in the Faculty distributed among 19 sites across the province.

The administrative offices are housed at UBCV (Point Grey). DFP faculty and staff are located across numerous sites across the province, including Vancouver-Fraser, Vancouver Island, Northern BC, and the Interior.

Work Performed

PROGRAM ADMINISTRATIVE SUPPORT

• Exercises sound judgment, discretion, and tact when responding to oral and written inquiries, drawing on extensive knowledge of the Department, Program, and overall operations of the University and Faculty of Medicine.

• Reconciles credit card statements by verifying supporting documentation, reviewing transactions for eligibility and correct coding, resolving issues with cardholders and vendors, and ensuring no fraudulent activity. Sets up new users and updates account information.

• Tracks and compile program committees attendance, ensure data accuracy

• Researches, prioritizes, and determines appropriate actions, referrals, or responses for matters identified by the Program Director or Administrator.

• Manages requests for information and data related to specific projects and tracks progress through completion.

MEETING COORDINATION AND CALENDAR MANAGEMENT

• Serves as a confidential assistant to the Program Director, Assistant Program Director, and Senior Managers. Manages all aspects of the Program Director’s complex calendar, including screening and prioritizing appointment requests with discretion and tact.

• Communicates proactively with the Program Director to ensure the calendar is current and that all upcoming commitments are clearly understood.

• Prepares correspondence, forms, and other documents—often sensitive and confidential—in draft or final form based on brief oral instructions, notes, or emails.

• Prepares and distributes agendas and meeting materials for committees and working groups. Records, transcribes, and distributes minutes as required. Takes direction from the Head, program directors, or Administrator responsible for the committee.

• Plans, arranges, and oversees events, including orientation, annual retreats, and visits from guest speakers.

• Coordinates special events such as retreats, holiday activities and CaRMS. Provides back-up and/or overflow support for Academic Half-Days, symposiums, and other learner-focused activities. Contributes to establishing timelines and expected outcomes. Assists with travel and accommodation arrangements for visiting speakers and manages visit itineraries.

• Supports various outreach activities, special projects, and program initiatives.

FACILITIES AND SAFETY

• Coordinates building-related projects for the program, including office moves, upgrades, and renovations.

• Serves as the first point of contact between the program and the department for facilities projects and health and safety related matters. Works closely with the Director of Administration or delegate to distribute updates and coordinate any required processes for program faculty and staff in a timely and consistent manner.

• Liaise with department administrative coordinator to report concerns about building conditions—such as plumbing, lighting, heating, or elevator issues—to the Building Operations Trouble Call Desk when necessary and keeps the Director of Administration informed of emergencies or unusual situations.

• Works under the general direction of the Director of Administration during renovations and during the departure of faculty, staff, and students. Ensures equipment and furniture are reassigned, disposed of, or retained in accordance with UBC policies and procedures

OTHER

• In collaboration with the Assistant Manager, HR, coordinates appointment and reappointment paperwork for postgraduate faculty, acting as the primary point of contact on basic reappointment questions for postgraduate faculty admin. 

• Provides back-up to the other departmental Administrative Support positions during absences (cover breaks, lunch, vacation and sick time).

• Performs miscellaneous duties related to the qualifications and requirements of the job.

Consequence of Error/Judgement
Required to exercise a great deal of judgement and initiative in handling matters of both a routine and non-routine nature. Works with conflicting demands and exercises judgement in establishing priorities and carrying work through to completion in a timely manner. Tact and discretion in dealing with confidential and sensitive matters is essential. Extreme care and attention to detail is essential. If confidentiality is mishandled or breached, professional careers may be affected. Errors could negatively impact the operations and reputation of the department and result in missed opportunities and inefficient use of resources.

Supervision Received
Works independently under broad direction from the PD, Assistant PD, and Senior Managers. Reports to the Senior Managers. Work is performed within authorized prescribed limits. Job tasks are governed generally by broad instructions, objectives, and policies.

Supervision Given
May explain work procedures to new or inexperienced staff and students.

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

• Ability to exercise initiative, judgment, tact, discretion, and confidentiality.

• High level of attention to detail.

• Ability to multi-task and to prioritize and work effectively under pressure to meet deadlines. 

• Ability to analyze problems, identify key information and issues, and effectively resolve.

• Ability to take initiative, work effectively, independently and in a team environment.

• Must have good organizational skills and ability to effectively manage multiple tasks and priorities and meet deadlines.

• Ability to exercise tact and discretion when dealing with confidential matters or contentious or politically sensitive issues

• Ability to communicate effectively verbally and in writing using clear concise business English

• Must have excellent interpersonal skills, and be able to foster productive working relationships, motivate desired outcomes and gain cooperation of others both within the Dean’s Office and elsewhere at UBC.

• Ability to think critically.

• Ability to guide or train others on UBC systems either in person or by phone

• Ability to adapt to changing requirements and work effectively under pressure

• Ability to effectively use word processing, scheduling, spreadsheet, database and presentation applications at an intermediate level

• Ability to operate a normal range of office equipment.

• Ability to deal with a diversity of people in a calm, courteous, and effective manner.

• Ability to take and transcribe accurate meeting minutes.

More jobs at University of British Columbia · Other jobs in Vancouver