Operations Coordinator At University of British Columbia

The Operations Coordinator is the principal point contact of the Centre for Group Counselling and Trauma (CGCT). This position is responsible for managing the general operations and administration of the Veterans Transition Training Centre (VTTC), a program created and administered by CGCT. This position plans, implements, and evaluates various VTTC initiatives and activities; manages the training and education programs for VTTC; communicates as an authoritative voice of VTTC with stakeholders, manages public relations including responding to media inquiries; and manages the day-to-day administrative and financial functions of the CGCT main office.

The Operations Coordinator reports to the Executive Business Development Officer and works closely with the CGCT training team members, and supports and participates in various program training/planning meetings, debriefing sessions, and related program coordinator activities.

Program Coordination and Management:

a. Plans, implements, and coordinates the VTTC series training throughout the year;
b. Prepares statistics, creates program reports and develop procedural policies and guidelines;
c. Initiates and delivers various projects to ensure continuous improvement of the VTTC programs;
d. Coordinates the production and distribution of the training materials including binders, timetables, handouts, video/audio recordings, transcripts, certificates, etc.
e. Oversees VTTC logistic arrangements including staffing, session locations, scheduling, and supplies;
f. Devises protocols for and supports recruiting, consenting, screening, and enrolling of group members / participants
g. Coordinates the authorization of individual counselling sessions or group workshop participation
h. Works with Clinical Manager to identify and develop potential clients and group participants for VTTC by tailoring program activities to suit specific needs, and to maintain and update appropriate client records
i. Supports the Executive Business Development Officer and the Clinical Manager in developing remediation plans for trained clinicians as required.
j. Serves as a resource / subject-matter expert for client needs and issues
k. Provides staff education and in-service sessions as necessary, working closely with all personnel

Communication:

a. Acts as an authoritative voice for VTTC and liaises with primary UBC departments and representatives, and media relations contacts on program announcements, and development initiatives;
b. Provides updates and briefings to Executive Business Development Officer and the CGCT training team on progress and development of ongoing initiatives
c. Coordinates online research and multimedia activities, including VTTC meetings, debriefing sessions;
d. Act as a primary resource contact for VTTC clients



Administration:

a. Monitors and tracks the VTTC budget and spending to ensure VTTC is run within budget;
b. Establishes and maintains administrative systems;
c. Completes financial administrative paperwork consistent with UBC's policies and procedures;
d. Provides monthly expense reports, client interactions and intervention reports, and communication reports with prospective clients, psychologists, physicians and training team members;
e. Provides scheduled program status reports, communications and meeting updates.
f. Coordinates and leads projects connected with implementing a veteran-friendly campus (including, but not limited to, the Veteran's Hub)

Incumbent works under the general supervision of Executive Business Development Officer.

May supervise clerical staff and/or student workers.

Makes decisions regarding VTTC logistics and program operations, marketing and communications strategies (press, internet, news releases and media relations), budget consultations, and ongoing program administration. Consequence of inappropriate judgment may result in jeopardizing military veteran relationships, donor strategies (prospects and current funding supporters), and breeches of confidentiality.

Undergraduate degree in a relevant discipline. Minimum of two years experience or the equivalent combination of education and experience. Minimum 1 year related experience in program planning, and systems development, including proven skills and experience in project management, marketing, communications, media relations and budget management. Incumbent must be able to work independently and within project team settings, and conduct all relevant administrative and logistical planning, coordinating and managing tasks. Familiarity with university or similar education environments is essential.