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Administrative Coordinator

Job Code: AC 03-08-2018

Reporting to the Administrative Team Leader, Genome Sciences Centre (GSC), or designate, and working within the context of a research environment, the Administrative Coordinator is responsible for providing confidential administrative and secretarial support to the Team Leader and/or Principal Investigators (PIs); directly supervises the junior administrative, secretarial and clerical staff at the GSC; provides support to Human Resources, works in conjunction with the Projects, Finance, Lab Operations, Systems and Purchasing teams in the course of performing the various roles in this position

Scope and Complexity

The Administrative Coordinator supervises junior administrative staff in order to provide a seamless support network for the GSC’s Principal Investigators, scientists, staff and trainees. The role assesses and prioritizes the administrative support required within the GSC, ensures work is assigned appropriately and completed in a timely and accurate manner; identifies and resolves day to day problems and, within the context of current policies and procedures, makes suggestions to promote effective administrative processes. 

The Administrative Coordinator also acts as a liaison between GSC leaders and staff, BC Cancer Executive members, BC Cancer Research Centre Senior Scientists, PHSA and GSC groups including Human Resources, Projects, Purchasing, Lab Operations, Systems and Finance. The Administrative Coordinator relays information and provides advice on appropriate courses of action and interpretation of the Agency’s policies and procedures. 


Internal Contacts: 

Internal communication includes ongoing contact with a wide variety of staff at various levels within the GSC, BCCA, BCCF, and PHSA. The Administrative Coordinator facilitates and maintains collaborative relationships with internal contacts to ensure the efficient and timely provision of service. The Administrative Coordinator acts as a resource for GSC staff members and ensures queries, issues, and concerns are addressed. This position provides confidential and sensitive information and also provides communication materials including annual and quarterly reports. 

External Contacts:

Externally, the Administrative Coordinator liaises and interacts with administrative offices at various organizations including universities, granting agencies, collaborator-laboratories and clinicians, PHSA Corporate and  BC Clinical and Support Services, and media, both national and international, to provide, solicit, and exchange information. 

Duties / Accountabilities:  

Assistant to the Team Leader or Principal Investigator 

Leadership of Administrative Staff

    • Provides consultation and supervision to designated staff by establishing priorities and providing clear definitions of responsibility for each employee, reviewing work problems, workload assignments, and adjusting schedules according to workload to ensure work levels meet operational requirements.  Conducts employee performance reviews and completes appraisals. 
    • Recruits administrative support staff through methods such as identifying vacancies, interviewing applicants and making hiring decisions.
    • Investigates work and staff issues pertaining to supervised team and where necessary, initiates disciplinary action up to and including termination. 

Human Resources Responsibilities 

  • Recruitment – assists in processing new hire postings with PHSA, UBC, and/or other job recruitment sites as needed. Arranges interviews for shortlisted applicants and conducts reference checks for prospective hires.

  • Onboarding– ensures the smooth onboarding flow which includes the conducting of new hire orientation sessions, submission of network and space allocation requests, benefit, payroll and tax form submissions, creation and maintenance of employee files,

  • Offboarding – secures the smooth flow of the departure/termination process.

  • Records and Benefits – liaises with Records and Benefits to ensure that staff benefits are accurate and are in place.  Forwards amendments on employee records and seeks confirmation on update processing.

  • Timekeeping – uses the established timekeeping system to track staff attendance and verify shift hours. Certifies the tracking and documentation of absences, and their rational if required, for audit purposes.

  • Performance Reviews – monitors the completion of performance reviews across all employee groups which include union, research, non-contract and scientific staff.

  • Mandatory Competency Course monitoring – ensures that mandatory human resources and safety courses are completed by all staff and that documentation is in place for accreditation purposes.

  • Trainee Award monitoring – keeps on top of trainees’ fellowship start and end dates, ensuring continuance of pay cognizant of any external awards and TAships received

  • PeopleSoft and Workbrain use – works with the established HR, payroll and timekeeping systems

  • Spreadsheet and staff information maintenance – updates and maintains various Human Resources related spreadsheets as required for any grant reporting or department wide metrics assessments. Prepares and maintains the staff organizational charts

  • Employee documentation – prepares letters of employment, collects foreigner documentation, proofs of illness as required for any audit or reportorial purposes 

Financial responsibilities

  • Participates in the development of the administrative portion of the GSC budget and grant contract proposals by obtaining necessary information such as salary information and cost centre allocations as dictated by Projects and Finance.
  • Monitors administrative expense accounts to ensure the accuracy and integrity of financial record keeping systems. Highlights any discrepancies and advises the GSC’s Finance department contact. Also monitors expenditure patterns against budgetary targets and advises if corrective action may be required 
  • Prepares and submits travel expense and reimbursement claims on behalf of  Principal Investigator(s); and assists with their credit card reconciliation.

  • Ensures understanding of the policies of the BCCA, PHSA, UBC, SFU and external funding agencies and provides administrative guidance to GSC staff on issues such as allowable expenses.
  • Performs other related duties as assigned.


A level of education, training, and experience equivalent to a diploma in office administration or related field, plus 5 years recent related experience, including 3 years of supervisory experience. Prior work experience in a research environment would be an asset. 

Skills and Knowledge 

Excellent organization skills and the ability to prioritize and exercise initiative, thus, delivering requirements in a timely manner.

Excellent interpersonal and verbal and written communication skills including demonstrated ability to communicate with tact and diplomacy.

Detail oriented and ability to multi-task are key to this role.

Demonstrated knowledge of confidentiality principles as related to health care and research.

Ability to work both independently and as a team member while supervising and leading team.

Advanced knowledge of a variety of computerized software packages such as word processing, spreadsheet, database applications, and scheduling, email, and internet applications. Physical ability to perform the duties of the position.




To Apply

Please send your resume with cover letter to

We request that you specify the position you are applying for by identifying the Job Code only (e.g. "AC 03-08-2018") in the subject line of your emailed application.