Site/Administrative Coordinator - Jobs in University of British Columbia (Vancouver campus), BC

Job Description

Staff - Non UnionJob CategoryNon Union Technicians and Research AssistantsJob ProfileNon Union Salaried - Research Assistant /Technician 3Job TitleSite/Administrative CoordinatorDepartmentGender and Sexual Health Equity Research Program Division of Social Medicine | Department of Medicine | Faculty of MedicineCompensation Range$3,982.67 - $4,703.83 CAD MonthlyPosting End DateDecember 10, 2021Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End DateDec 12, 2022Reporting to the Director of Operations, the Site/ Administrative Coordinator provides operational and administrative support to the Project Coordinator(s) as well as the frontline project staff at CGSHE Community/ Clinical Research Hub (647 E. Hastings) and also takes work direction from the PI designate of the 647 Management Committee for general research questions. This position will work collaboratively with the Project Coordinator(s) onsite of the relevant project(s) providing research administrative support. The Site/ Administrative Coordinator functions as the point of contact to receive and convey information related to all project(s) at 647 E. Hastings. The Site/ Administrative Coordinator supervises and provides day-to-day support to the Front Desk Assistant(s). This position coordinates bookings and schedules appointments for research projects operating at the CGSHE space: including AESHA (cohort & qualitative), SHAWNA cohort, IRIS Project, Trans Health Project, Trauma-Informed Support (TRIS) project and Access to Responsive Justice project.ORGANIZATIONAL STATUSUnder the supervision of the Director of Operations, this UBC position works as part of the core operations team, at the Centre for Gender and Sexual Equity (CGSHE), a UBC and SFU-affiliated academic research centre housed at Providence Health Care. The CGSHE has a strategic mandate of leadership in promoting gender equity and sexual health equity through in BC, Canada and globally. The CGSHE is a network of over 30+ UBC and SFU faculty, their UBC/SFU research teams, and affiliated trainees with shared mission and goals.WORK PERFORMEDProvides operational and research administrative support to the Project Coordinator(s) at the CGSHE 647 E. Hastings office and project staff involved with the operational implementation of the research project(s).Responsible for creating a welcoming and safe reception area, coordinating clear communication between the Project Coordinator(s), and organizing workflow interviews/ clinical rooms while maintaining confidentiality. Answers the front desk phone and sets up the frontline drop-in space (waiting area, work flow, referral resources etc.).Maintains secure tracking databases for the project(s), including booking appointments and appointment reminders, updating relevant contact information and other administrative forms as part of check-in/ intake and defined by the relevant Project Coordinator(s) per REB approvals.Oversees the general operational and administrative duties of the space such as, opening and closing of space, booking meetings, interviews and clinical rooms, and ordering office supplies. Supervises and provides day-to-day support to the Front Desk Assistant(s).Participates in the quarterly Local Safety Committee meetings (Chaired by Director of Operations or designate) along with the Project Coordinator(s).Responsible for ensuring maintenance, and tracking the use of the CGSHE outreach van such as, keeping a log of the van use, ordering outreach supplies, and coordinating regular upkeep services (cleaning, servicing, etc.).Acts as the first point-of-contact at the CGSHE 647 E. Hastings office for participants, community members, and stakeholders.Acts as the main contact for building operation functions at the CGSHE E. Hastings office and maintains staff key-list and alarm code access (with PI approval). Building operation functions include communicating with external service providers for cleaning, repairs, recycling, shredding services etc., and communicating with VCH property management.Maintains an understanding of the project(s)’ interview/ clinical visit schedules, and is responsible for communicating the schedule(s) to the staff.Contributes to positive working relationships with a diverse set of team members. Prepares written materials on appointments/ tracking for the Project Coordinator(s), when required.Supports the Project Coordinator(s) with petty cash and reconciliation for research projects, when required.Assists the Project Coordinator(s) in the development of knowledge translation materials and effective strategies for dissemination of promotional materials by front-line staff.Performs other related duties as assigned.The incumbent will work at the CGSHE in a designated, appropriate workspace at the CGSHEs Hornby St office as well as some time spent at CGSHE’s Gender Research Hub in the Downtown Eastside. Travel to meetings may be required from time to time.DECISION MAKING / ACCOUNTABILITYThis position works with a high degree of independence and responsibility and exercises a considerable amount of judgement. Errors in judgment could result in serious financial or reputational consequences for the CGSHE/ UBC, undermining the Centres ability to meet commitments and achieve its strategic objectives, including the inability to successfully meet granting agencies deliverables. Inaccurate projections and forecasts could cause the Centre to make costly decisions regarding levels of investigator and staff resources and other support. Poor public/private sector relationships could result in a negative image of CGSHE / UBC and may impact levels of research funding made available through partnerships. Errors could result in significant concerns regarding the liability, credibility and integrity of the CGSHE and UBC.SUPERVISION RECEIVEDSupervised by the Director of Operations.SUPERVISION GIVENNone.QUALIFICATIONSHigh School diploma or equivalency required. Bachelor’s Degree in Health or Social Sciences, Public Health, Public Policy or a related field is an asset. Minimum of two (2) years’ recent related experience in administrative coordination or an equivalent combination of education, training, and experience. Minimum of two (2) years’ experience in frontline/ community services, including experience with marginalized communities we serve. Experience with underserviced populations (e.g., homeless, sex workers, women living with HIV, women who use drugs, Indigenous women, new immigrant/ migrant communities and gender and sexual minority populations (LGBTQ2S+)), including knowledge of gender and social equity. Research experience or training is an asset. Experience and/ or training in conflict management is an asset. Current CPR, sexual health, and naloxone administration training is an asset.Exceptional communication skills, both oral and written. Excellent interpersonal skills, including conflict management and crisis resolution skills. Organized with meticulous attention to detail. Ability to work independently following SOPs within a diverse team environment. Ability to problem solve and be flexible. Familiarity with Metro Vancouver and community services related to sexual health, HIV and sex work. Demonstrated computer skills, including experience with Microsoft Office Suite (Word and Excel) and proficiency with data entry. Excellent time management skills. Ability to handle multiple tasks at once, establish priorities and meet deadlines. Ability to use professional judgment when supporting participants and referring to appropriate services. Demonstrated knowledge and skills to work with diverse community collaborators, service providers, and other stakeholders. Flexibility in daytime and early evening hours to support outreach and recruitment to study populations. Physical ability to perform the duties of the position.Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.Quick Apply

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