Administrative Coordinator

University of British Columbia

Employees – Non Union

Job Class

Job Profile
AAPS Salaried – Administration, Degree A

Job Title
Administrative Coordinator

Administration & Operations Division of Instructional and Counselling and Psychology, and Particular Schooling School of Schooling

Compensation Vary
$5,622.33 – $8,081.00 CAD Month-to-month

The Compensation Vary is the span between the minimal and most base wage for a place. The midpoint of the vary is roughly midway between the minimal and the utmost and represents an worker that possesses full job data, {qualifications} and expertise for the place. Within the regular course, workers will likely be employed, transferred or promoted between the minimal and midpoint of the wage vary for a job.

Posting Finish Date
February 17, 2024

Word: Purposes will likely be accepted till 11:59 PM on the day previous to the Posting Finish Date above.

Job Finish Date

This place is anticipated to be crammed by promotion/reassignment and is included right here to tell you of its emptiness on the College.

At UBC, we consider that attracting and sustaining a various workforce is vital to the profitable pursuit of excellence in analysis, innovation, and studying for all college, workers and college students. Our dedication to employment fairness helps obtain inclusion and equity, brings wealthy variety to UBC as a office, and creates the required circumstances for a rewarding profession. 

Job Abstract

The Division of Instructional and Counselling Psychology and Particular Schooling (ECPS) is the biggest tutorial unit within the School of Schooling, with 5 distinct graduate packages and contributes to the School’s undergraduate/BEd packages.  The Division has 50+ full-time college, 15 administrative/analysis workers, and hires roughly 100 sessional lecturers/adjunct professors and 70 GTAs every year.  ECPS has over 500 graduate college students and attracts over 3500 undergraduate enrolments per yr.

The Psychological Providers and Counselling Coaching Centre (PSCTC) is a university-based setting for psychological medical coaching and analysis, with the executive oversight and help offered by ECPS.

The Administrative Coordinator is accountable for the advanced coordination and environment friendly administration, group and operation of ECPS and PSCTC.  The incumbent develops operational insurance policies, procedures and administrative plans, and coordinates the Division’s day-to-day administration and operation, together with managing psychological medical coaching help, human useful resource processing (non-tenure college, workers, and scholar workers), services and tools, and different administrative capabilities of ECPS and PSCTC.   The incumbent takes initiative in establishing modern practices and processes in help of the Division’s strategic priorities and attaining tutorial excellence in educating, studying and analysis. This place offers recommendation to the Division’s senior management on finance, human assets, useful resource allocation, operations and implementation of strategic plans.
Organizational Standing
Studies to the Division’s Administrative Supervisor with a dotted line reporting to the Educational Director of PSCTC (college member). Works carefully with college, medical supervisors, college students, administrative help workers. Interacts with Dean’s Workplace of the School of Schooling, School Relations, Human Assets, Constructing Operations, IT, SRS and different administrative items as vital throughout campus.
Work Carried out

•    Manages the day-to-day operational and administrative capabilities of the ECPS and PSCTC, partaking in steady high quality enchancment to make sure the service effectivity and operational effectiveness.
•    Manages ECPS operational assets and the PSCTC Check Library assets, meets operational wants and ensures clean operation.
•    Handle ECPS and PSCTC’s constructing providers, services, places of work, labs, and clinics, coordinating and finishing work orders, service requests, and upkeep tasks from initiation to completion. 
•    Liable for the implementation of organizational adjustments to satisfy new initiatives and evolving wants to boost productiveness and streamline enterprise processes. 
•    Develops insurance policies and procedures for the environment friendly administration, group and operation for the Division and PSCTC.
•    Manages the recruitment, appointment, orientation, and retention of over 200 non-tenure stream time period college, adhering to the Collective Settlement and College insurance policies.
•    Oversees the hiring of ECPS scholar workers, together with job postings, utility screening, provide technology, appointment processing, and facilitating their onboarding and orientation.
•    Coordinates within the recruitment and hiring of contract clinicians and supervisors of PSCTC; Manages contracts, service orders, invoices and funds.
•    Supervises scholar employees of PSCTC, collaborates with UBC Work Study Workplace on the PSCTC Work Study proposal submitting, promoting, hiring and coaching.
•    Anticipates operational wants, analyzes workers workloads and workflow, develops and maintains workers and scholar employees’ schedule for the PSCTC to make sure workers/college students and methods are in place to help the operations of PSCTC.
•    Explores, proposes and implements modern income producing initiatives and packages for PSCTC, together with psychological assessments, workshops, seminars, and so on., to offer extra monetary help to the operation and progress of PSCTC.
•    Screens ECPS and PSCTC’s working bills and retains the Admin Supervisor knowledgeable on main expenditures; Helps the Admin Supervisor on working funds preparation.
•    Liaises with Campus Planning, Constructing Operations, UBC IT, architects, web site workers, contractors, trades personnel and suppliers, on varied facility-related issues.
•    Develops ECPS administration documentation retention coverage and PSCTC medical file administration procedures. Manages the implementation of such insurance policies and procedures.
•    Manages ECPS and PSCTC Well being & Security issues and initiatives; authorizes key requests to division area and entry to safe areas with key playing cards. 
•    Leads particular tasks, together with the event and implementation of latest providers and methods.

Consequence of Error/Judgement
This place requires an in depth data of College insurance policies, procedures and practices, logic and the power to work independently and as a staff. Work requires a excessive degree of judgment, initiative, consideration to element and excessive requirements of high quality. Errors in judgment could result in inefficiency of operations, and/or delayed outcomes, and will hurt the fame of ECPS and PSCTC. Workouts judgment and initiative in dealing with issues inside established insurance policies and procedures whereas assessing and establishing priorities.
Supervision Obtained
Works beneath normal route of the Division’s Administrative Supervisor and the Educational Director of PSCTC.
Supervision Given
Instantly manages two CUPE 2950 help workers together with coaching, motivating, teaching, scheduling, assigning duties, supervising and evaluating as wanted.  Supervises scholar employees of PSCTC.
Minimal {Qualifications}
Undergraduate diploma in a related self-discipline. Minimal of two years of associated expertise, or the equal mixture of schooling and expertise.
– Willingness to respect various views, together with views in battle with one’s personal

– Demonstrates a dedication to enhancing one’s personal consciousness, data, and expertise associated to fairness, variety, and inclusion

Most well-liked {Qualifications}

Most well-liked {Qualifications}
•    Efficient interpersonal, oral and written communication, organizational, supervisory, and decision-making expertise.
•    Potential to deal successfully with all kinds of people together with college, workers and college students.
•    Potential to take initiative.
•    Potential to train tact and discretion.
•    Potential to train sound judgment in advanced conditions.
•    Sturdy organizational, problem-solving, vital pondering, planning and analytical expertise required. 
•    Potential to adapt to altering priorities, set work priorities, work beneath stress and meet deadlines.
•    Potential to foster collaboration and work in a staff setting.
•    Demonstrated expertise in services administration most well-liked.
•    Shopper service expertise is an asset.

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