Ville : Vancouver

Catégorie : Full time

Industrie : Educational Services

Employeur : University of British Columbia

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr8)

Job Title

Administrative Coordinator

Department

Perrone Laboratory | Pathology and Laboratory Medicine| Faculty of Medicine

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

March 4, 2026

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

Job End Date

March 14, 2027

 

 

 

 

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 is responsible for overseeing the complex administrative processes that support the functions of the Canadian Microbiology Proficiency Testing Program (CMPT), within the Department of Pathology and Laboratory Medicine at the UBC Hospital, Koerner Pavilion, at 2211 Wesbrook Mall.

The Administrative Coordinator will oversee the administration of CMPT and specifically be responsible for the confidential administration of accounts, finances, human resources and associated tasks required for effective program and laboratory operations.

Organizational Status
CMPT is an ISO 17043:2023- accredited, national proficiency testing program offered by the Department of Pathology and Laboratory Medicine. Administratively, CMPT is a fee for service unit in the department and its financial operations are closely monitored by the Faculty of Medicine. CMPT publicly offers >20 microbiology-related quality assurance schemes and serves currently > 350 participating members across Canada and globally. CMPT develops and ships simulated microbiology samples to laboratories and users of point of care diagnostics as part of their external quality assessment requirement accreditation and licensure. Each of the schemes contain 2 to 3 challenge surveys annually with hundreds of samples shipping to participants from the CMPT laboratory weekly throughout the year.  

Work Performed

• Oversees the administration of the CMPT program by coordinating administrative and financial processes, informing work schedules and priorities, and resolving complex issues.

• Oversees the coordination of complex processes, such as participant enrollment across all schemes, administering all accounts end to end, and soliciting customers for feedback as part of continual improvement of the program. Collects and coordinates proficiency testing program orders from participants

• Frequently resolves complex problems, uses initiative, interpretation, and ingenuity to develop, implement, and evaluate innovative procedures and work processes that strengthen the program

• Plays a significant role in operational planning, arranging  and organizing operational management review meetings and drafting routine financial reporting to the Finance department in the Faculty of Medicine

• Independently drafts and edits reports, compiling statistical data, such as enrollment, and conducting research into program performance.

• Communicates with and disseminates information to participants through appropriate channels

• Responds to confidential inquiries and provides program information of a financial nature, such as scheme pricing information and custom orders and quotes

• Creates invoices based on orders and collects, records payment for invoices, completes Workday reconciliations

• Performs financial duties such as monitoring and reporting on budget expenditures, reconciling expenses, credit card payments, petty cash and other Workday financial processes

• Tracks and monitors grant and contract funding

• Performs processing and analysis related to verifying and reconciling monthly ledgers, monitoring expenses, investigating and resolving irregularities, maintaining financial databases, processing requisitions and journal vouchers, and tracking invoice payments.

• Performs processing and routine analysis related to accounts, expenditures and revenue accounting.

• Prepares and/or reviews PO invoices to ensure compliance with contract terms and adequacy of supporting material, and resolves discrepancies.

• ·      Performs processes related to wire transfers, returned cheques, donations, and petty cash by seeking and verifying information, preparing and posting journal vouchers, reconciling routine accounts, and maintaining records.

• ·      Processes credit card transactions, sends clearing account details to departments, processes bank and credit card account transfers, enters bank adjustment items, and assists with credit card reconciliations

• Handles receipt of routine cash and cheques, in person and/or by mail, completing receipts and making deposits

• Coordinates procurement processes for the laboratory and program and performs purchase reconciliation

• Supports operational cost analysis by providing accurate cost information that supports program sustainability

• Leads, is responsible for sample shipping including coordinating logistics and services. Creates domestic and international documentation for shipping including Transport of Dangerous Goods shipments and the packaging of samples for transport

• Updates the management related documents in CMPT’s Quality Management System

• Supports the training of staff in ISO 17043:2023 compliance and the internal audit process.

• Facilitates the annual external audit review by a third-party agency.

• Assists with human resources processes, such as participating in recruitment and selection processes, coordinating merit processes, and liaising with the Human Resources departments to resolve complex human resources issues

• Responds to confidential telephone, email, and in-person inquiries, and provides information of a confidential, complex nature

• Organizes CMPT meetings

• Performs other related duties, as requested

Consequence of Error/Judgement
Confidentiality is a critical requirement of the daily work at CMPT. Breaches of confidentially such as the accidental disclosure of participant results would be highly detrimental to the program, result in financial loss and damage reputation.

 

Financial errors in may have serious deleterious impact on the program including its public reputation and could result in financial loss. Intermittent errors would necessitate review of quality control techniques and continual errors in routine work could lead to discipline or dismissal.

 

Errors at CMPT are investigated thoroughly and remediation is taken swiftly.

Supervision Received
The Administrative Coordinator Works independently under broad direction by the Principal Investigator and works directly and on a daily basis with the CMPT Program Manager.  Because these duties cover work of an advanced analytical nature, work is developed and reviewed in consultation with the PI and performed according to an approved plan.  Job tasks are governed generally by broad instructions, objectives, and policies, usually involving frequently changing conditions and priorities.  The Administrative Coordinator works proactively and applies systematic inquiry and independent judgement in selecting and interpreting information. 

Supervision Given
The Administrative Coordinator will supervise a Program Assistant and will train other program staff on work procedures. May supervise trainees, students and volunteers.

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

• MBA degree or a finance or office-related degrees or certifications

• Experience using Workday and financial tools such as Quickbooks

• Second language, preferably French (in support of CMPT’s participants located in Quebec)

• Demonstrated computer skills are required (Word and Excel).

• Must demonstrate skills in financial analysis

• 3 years minimum work experience in a laboratory program

• A high level of interpersonal skills are required

• Must demonstrate work experience in strong self-organization, time management, task prioritization and meeting deadlines.

• Must be able to work independently and in a complex team environment upholding professionalism and mutual accountability.

• Must demonstrate effective oral and written communication and interpersonal skills both for internal and external stakeholders.

• Must be able to prioritize self directed work, multi-task at times, and work in a fast paced and changing environment in calm, professional manner.