Administrative Coordinator

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Sr Program Asst-Med Ed (Gr8)

Job Title

Administrative Coordinator

Department

Administrative Support Division of Neurology | Department of Medicine | Faculty of Medicine

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

April 3, 2026

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

Job End Date

April 26, 2027

 

 

 

 

Please note, this position is a one (1) year term position at 0.8 FTE, equivalent to 28 hours per week, with the possibility of renewal.

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 Administrative Coordinator provides operational oversight and cross-program coordination for the Neurology Operating and Education Programs. Reporting to the Administrative Manager, the position ensures consistent delivery across education streams by monitoring processes, maintaining financial compliance, and acting as a central point of contact for multi-program workflows. The Administrative Coordinator works collaboratively with Education Program Coordinators to implement process updates and supports the Administrative Manager in divisional financial operations, funding verification, and the resolution of complex scheduling or administrative issues.

Organizational Status
As a member of the administrative team, this position reports to and work directed under the Administrative Manager. This position liaises with faculty, residents, fellows and staff within Neurology, Department of Medicine (DoM), Faculty of Medicine (FoM), Postgraduate Medicine Education (PGME) and service units; external agencies and personnel such as Health Authority administration staff, the Royal College of Physicians and Surgeons of Canada (RCPSC), the BC College of Physicians and Surgeons (CPSBC), Resident Doctors of BC, Canadian Resident Marching Service (CaRMS) and other stakeholders.

This position will be required to work flexible hours to meet operational requirements, as needed.

Work Performed

Program Coordination and Operational Oversight

• Provides cross-program coordination to ensure effective delivery across all Education programs, acting as the central point of contact for workflows spanning multiple stakeholders.

• Monitors administrative processes including evaluations, scheduling, and reporting and follows up with stakeholders to ensure institutional compliance and completion.

• Supports the implementation of process updates and maintains procedural manuals and Standard Operating Procedures (SOPs) to ensure consistent application across the division.

• Administers the application lifecycle for Clinical and Postdoctoral Fellowship Programs, monitoring timelines to ensure all program requirements are met.

• Coordinates the Neuroscience Grand Rounds program, including speaker scheduling, venue logistics, catering, and the distribution of divisional communications.

• Compiles evaluation data from Grand Rounds and other educational activities and prepare s annual reports for the division.

Technical Systems and Education Support

• Maintains online evaluation systems (One45 and Entrada) for residents, fellows, and faculty, ensuring the accuracy of records and the timely completion of required assessments.

• Maintains and updates the Medical On-Call Availability Program (MOCAP) schedules for faculty and residents, proactively resolving scheduling conflicts as they arise.

• Coordinates the annual CaRMS and International Sponsored Residents interview processes, including the management of complex interview schedules and logistical arrangements.

• Serves as a primary resource for residents, medical students, and faculty, providing guidance on administrative processes and program-specific procedures.

Financial Stewardship and Process Support

• Coordinates with Faculty of Medicine Finance to support the Administrative Manager in verifying funding for new hires, reappointments, and fellowship positions.

• Monitors divisional expenses related to education activities, events, and operations to ens