Department Coordinator – Emergency Medicine

About the role

The Department Coordinator provides day‑to‑day administrative support to the Department Head and Administrative Manager of the Department of Emergency Medicine at UBC Hospital. The role ensures smooth operation of departmental activities, events, and communications while maintaining high standards of confidentiality and efficiency.

Key responsibilities

• Manage the Department Head’s calendar, schedule meetings, arrange travel, and prioritize high‑priority requests.
• Coordinate departmental committees, book rooms or Zoom calls, take minutes, distribute agendas, and maintain attendance records.
• Oversee interview logistics for recruitment, including candidate package preparation, scheduling, and technical support.
• Administer the department’s leadership fellowship program with Harvard, handling timelines, communications, and selection logistics.
• Maintain confidential physical and electronic files, develop filing systems, and train staff on new procedures.
• Reconcile departmental credit‑card statements and process invoices in Workday, ensuring correct coding and tracking.
• Plan and execute academic and social events such as Research Day, Grand Rounds, and CME activities, handling budgeting, accreditation, and on‑site logistics.
• Update departmental webpages using WordPress and assist with the monthly newsletter production.

Required skills

• WordPress website management
• Workday financial and invoicing system