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Added 2 hours ago
CO
Growth Coordinator
City of Saint John
Saint John, NB
- Full-time
The Growth Coordinator is responsible for the coordination and implementation of key strategies, actions, and operations to improve growth outcomes for the City of Saint John. Housed within…
Added 2 hours ago
Priority Issues Coordinator
Government of Alberta
AB
Reporting to the Executive Advisor in the Assistant Deputy Minister’s Office, the Priority Issues Coordinator is a central liaison across the Water and Circular Economy Division. The…
Added 8 hours ago
TE
Executive Assistant to Director
TRIPLE EIGHT TRANSPORT INC.
Abbotsford, BC
- $65,000 to $75,000 CAD / year
3–5+ years of experience in an Executive Assistant, Executive Coordinator, Senior Administrative or similar role.
Added 8 hours ago
CM
Executive Coordinator - Programs and Services
Canadian Mental Health Association
Guelph, ON
- Full-time
We are recruiting for an Executive Coordinator - Programs and Services
Added 12 hours ago
CO
Growth Coordinator
City of Saint John
Saint John, NB
- Full-time
The Growth Coordinator is responsible for the coordination and implementation of key strategies, actions, and operations to improve growth outcomes for the City of Saint John. Housed within…
Added 16 hours ago
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Coordonnateur(trice) santé, sécurité et environnement (SSE)
Broccolini
Montréal-Ouest, QC
- Full-time
The Health and Safety Prevention Coordinator ensures compliance with the Loi sur la santé et la sécurité au travail and the Loi sur les accidents de travail on Broccolini’s construction…
Added 1 day ago
EC
Event Producer - Hybrid (Project-Based)
Encore Canada
Brampton, ON
- Full-time
…execution of corporate events, association events, keynotes, special events and branding activations. The Event Producer will lead and inspire event teams, manage expectations and work…
Added 2 days ago
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Engineering Assistant (Facilities Management)
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Regina, SK
- Full-time
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Added 2 days ago
MF
Apprenticeship Coordinator
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Mississauga, ON
- Full-time
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Added 2 days ago
LP
Youth Initiatives Coordinator
Lethbridge Polytechnic
Lethbridge, AB
- Internship
Please see Special Instructions for more details.
Added 2 days ago
TU
Program Admin Support
The University of British Columbia
Vancouver, BC
- $4,874 to $5,121 CAD / month
- Full-time
The role also oversees essential administrative functions such as credit card reconciliation, and project tracking. In addition, the position supports facilities-related activities,…
Added 2 days ago
RD
Watershed Planning and Outreach Coordinator
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Red Deer, AB
- Full-time
The Watershed Planning & Outreach Coordinator plays a critical role in building partnerships and working towards our Integrated Watershed Management Plan and other Mandate and Roles. This…
Added 2 days ago
EC
Executive Assistant/Office Administrator
Entreflow Consulting Group
Remote, Canada
- Full-time
- Remote
Support our Sales and Marketing Coordinator with blog reviews, content coordination, and social media posts.
Added 2 days ago
UO
Program Admin Support
University of British Columbia
Vancouver, BC · UBCV | David Strangway Building (STRG)
- $4,874 to $5,121 CAD / month
- Full-time
The role also oversees essential administrative functions such as credit card reconciliation, and project tracking. In addition, the position supports facilities-related activities,…
Added 2 days ago
S
Marketing Coordinator Intern (May 2027 - 12 Months)
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Mississauga, ON
- $55,000 CAD / year
- Full-time
Our fundamental goal at SOTI is to give you an opportunity to learn. Where possible we will try and direct you to a project that aligns with your interests and skills.
Added 2 days ago
MA
Marketing Coordinator
MacEwen Agricentre Inc.
Maxville, ON
- Full-time
The Marketing Coordinator supports the promotion of MacEwen Agricentre's products and services through social media, digital marketing, graphic design, website updates, events, and customer…
Added 2 days ago
BR
Project Coordinator
Benchmark Recruitment
Vancouver, BC · Greater Vancouver Metropolitan Area
- Contract
Our client, one of Canada's largest public transportation organizations, is seeking an experienced Project Coordinator for a 12-month contract opportunity in the Greater Vancouver area,…
Added 2 days ago
TT
Shipping & Inventory Coordinator
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AB · Edmonton, AB
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…numbers, number of parcels, date shipped, serialized ranges and special instructions for every…
Added 2 days ago
EP
Coordinator, Content & Creator Marketing
Elevation Pictures Corp.
Remote, Canada
- $56,000 CAD / year
- Full-time
- Remote
Elevation Pictures is seeking a creative, culturally plugged-in and highly organized Content & Creator Marketing Coordinator to support creator marketing, content, cultural partnerships and…
Added 2 days ago
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Coordinator, Content & Creator Marketing
Elevation Pictures Corp.
Toronto, ON
- $56,000 CAD / year
- Full-time
Elevation Pictures is seeking a creative, culturally plugged-in and highly organized Content & Creator Marketing Coordinator to support creator marketing, content, cultural partnerships and…
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Coordinator, Philanthropy
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Mississauga, ON
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The Coordinator, Philanthropy will report to the Manager, Philanthropy and provide administrative, stewardship, research and project coordination support to the Philanthropy team. This role…
Added 2 days ago
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Client Services and Administrative Coordinator
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Added 2 days ago
UO
Human Resources Coordinator
University of British Columbia
Vancouver, BC · UBCV | David Strangway Building (STRG)
- $5,692.25 to $8,179.5 CAD / month
- Full-time
The Human Resources Coordinator role focuses on providing advice and recommendations on all aspects of employee lifecycle activities, interpretation of collective agreements, other…
Added 2 days ago
CO
Coordinator, Urban Forestry (Contract up to 12 months)
City of Burlington
Operations Centre-Main Building (RPF)
- Full-time
Conducting research and analysis to support program evaluation, policy development, benchmarking and special projects.
Added 2 days ago
CO
Coordinator, Urban Forestry (Contract up to 12 months)
City of Burlington
Burlington, ON
- $70,312 to $87,891 CAD / year
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Conducting research and analysis to support program evaluation, policy development, benchmarking and special projects.

The University of British Columbia

Program Admin Support

Vancouver, BC, Canada

$4,874 to $5,121 CAD / month · Full-time

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Job details

Pay: $4,874 to $5,121 CAD / month
Job type: Full-time
Apply by: Nov 22, 2026
Posting language: English
Posted: Oct 23, 2026

Original job description

Job Title

Program Admin Support

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Family Group

Staff - Union

Department

Post Graduate Program Support | Department of Family Practice | Faculty of Medicine

Compensation Range

$4,874.00 - $5,121.00 CAD Monthly

Job End Date

Ongoing

Posting End Date

October 30, 2026

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.

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More about this job

Responsibilities

Provides administrative and operational support to program leadership, faculty, staff, and learners, including managing calendars, correspondence, meetings, events, credit card reconciliation, and project tracking. Coordinates facilities and safety matters, supports faculty appointment paperwork, and provides backup administrative coverage.

Requirements

Requires high school graduation, a two-year post-secondary diploma, and four years of related experience, or an equivalent combination of education and experience. Candidates should demonstrate sound judgment, discretion, organization, communication, attention to detail, and the ability to manage competing priorities independently and under pressure.

Skills

Calendar Management
Meeting Coordination
Event Coordination
Credit Card Reconciliation
Confidential Correspondence
Minute Taking
Facilities Coordination
Project Tracking
Travel Coordination
Administrative Support
Communication
Organization
Prioritization
Problem Solving
Attention To Detail
Confidentiality

Visa sponsorship

Not detected in the job text

Keywords

Administrative Support
Program Administration
Calendar Management
Meeting Coordination
Event Planning
Credit Card Reconciliation
Committee Coordination
Minute Taking
Confidential Correspondence
Project Tracking
Facilities Coordination
Health And Safety
Office Moves
Renovations
Building Operations
Faculty Appointments
Travel Arrangements
UBC Systems
Word Processing
Scheduling Applications
Spreadsheet Applications
Database Applications
Presentation Applications
Equity, Diversity, And Inclusion

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