Educational Coordinator

Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

This position is part-time with 0.8 FTE equivalent to 28 hours per week. Please note that theposted salary range is not prorated to reflect this reduced FTE.

Job Description

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 UBC Department of Medical Genetics seeks to be an inspiring andproductive community of scholars; an outstanding provider of knowledgetechnical expertise and compassionate care for our patients;contributors to the scientific advance of our discipline; and a credible and respected source of information and advice to society atlarge. While focusing on areas of genetic medicine that we deem to beparticularly important we view diversity of approach and techniques tobe an essential strength of our Department.

We acknowledge that the University of British Columbia Faculty of Medicine and its distributed programs which include four university academic campuses are located on traditional ancestral and unceded territories of Indigenous peoples around the province.

The Educational Coordinator provides administrative and coordination support for academic training programs within the Department of Medical Genetics. The role supports program operations by coordinating scheduling admissions communications and learner-related processes while assisting program leadership committees learners faculty and external partners. The incumbent is responsible for maintaining program systems documentation and workflows supporting evaluation and reporting activities and ensuring the effective delivery of day-to-day academic and administrative functions.

Organizational Status
Reports to the HR Manager. Works closely with the Education Program Leadership who provide day-to-day direction and assign tasks as required and may also receive assignments from the Director of Administration. As a key administrative support in the Department of Medical Genetics the Educational Coordinator works closely with faculty employees students and internal/external visitors. Liaises with other departments in the Faculty of Medicine and with external organizations.

The Department of Medical Genetics Administration Office is located in the Childrens & Womens Hospital campus. This position may require the flexibility to work outside regular hours to support meetings or events when needed.

Work Performed

Program Administration & Operational Coordination

• Ensures smooth day-to-day operation of academic programs using standard operating procedures

• Anticipates organizes and coordinates administrative tasks across program activities

• Supports overall program functioning through structured workflow systems and tracking tools

• Collaborates with the Departments various education program administrative personnel in support of the Department of Medical Genetics academic mission including providing coverage and assistance as needed to ensure continuity of education program operations.

• Occasionally provides leave coverage and assistance to departmental administrative personnel as needed.

Policy Process and Student/Learner Support

• Provides information and guidance on institutional policies procedures and program requirements

• Assists students/learners in resolving academic or administrative issues by researching systems and processes

• Acts as a primary resource for learners applicants and stakeholders

Communications & Inquiry Management

• Responds to complex written verbal and electronic inquiries from applicants learners faculty and external institutions

• Provides accurate detailed program information and guidance across multiple stakeholder groups

Committee and Governance Support

• Supports program committees (advisory curriculum or director-led)

• Prepares agendas meeting materials and documentation

• Records edits and distributes meeting minutes and follows up on action items

Scheduling Timetabling and Academic Coordination

• Coordinates course schedules timetables exams and academic calendars

• Organizes learner rotations placements and scheduling across multiple sites and departments

• Books rooms and coordinates facilities for academic and training activities

Admissions Applications and Selection Processes

• Manages application processes for learners and applicants

• Coordinates admissions review interview scheduling and selection processes

• Communicates outcomes (acceptance/rejection) and manages supporting documentation

• Liaises with internal and external stakeholders involved in admissions systems

Learner Placement Onboarding and Training Logistics

• Coordinates onboarding registration and placement logistics for learners

• Ensures completion of required documentation compliance and scheduling across training sites

• Assigns resources (e.g. rooms access keys) and ensures proper orientation and departure procedures

Evaluation Feedback and Quality Improvement

• Collects compiles and summarizes learner and course evaluations

• Manages evaluation systems for programs learners and faculty

• Supports accreditation reporting and program evaluation processes

Data Systems and Administrative Platforms

• Uses and maintains multiple academic and administrative systems (e.g. Workday Canvas One45 HSPNet etc.)

• Enters updates and maintains program data databases and records

• Ensures accuracy and consistency of digital and paper-based records

Documentation Web Content and Materials Management

• Maintains and updates program websites and online content

• Creates revises and manages program documents forms and orientation materials

• Prepares educational administrative and communications materials (e.g. newsletters guides presentations)

Resource Facilities and Equipment Coordination

• Coordinates access to rooms equipment and learning spaces

• Ensures maintenance and troubleshooting of equipment through appropriate channels

• Manages logistical supports such as supplies keys and learning environments

Financial and Expense Administration

• Processes reconciles and follows up on program-related expenses (travel research professional development events)

• Ensures appropriate documentation and alignment with institutional policies

Accreditation and Reporting Support

• Assists with accreditation documentation and reporting requirements

• Collects and organizes data required for institutional program or external review processes

• Supports preparation of reports and supporting materials for accreditation bodies

Continuous Program Improvement & SOP Maintenance

• Develops and maintains standard operating procedures for program functions

• Supports updates and improvements to administrative and academic processes

• Implements procedural refinements under direction of program leadership

Consequence of Error/Judgement

Duties require confidentiality and an ability to interpret Departmental University and Hospital guidelines policies and procedures is essential. This position must use strong judgement organizing and prioritizing skills to maintain a diverse and busy workload. The individual must possess a good understanding of the Graduate Programs Postgraduate Programs Department UBC and the Hospital in order to appropriately handle the varied requirements of the position.

The incumbents ability to respond to enquiries from interested applicants and other educational institutions in a professional manner with factual information on the Programs services and procedures is essential.

The dissemination of financial information to incorrect departments or personnel results in a breach of confidentiality. Improper filing or archiving of information could lead to the inability to produce supporting documentation during an audit.

Incorrect scheduling can result in a learner not meeting their requirements.

Supervision Received

Reports to the HR Manager and works under the direction of the Education Program leadership while also working independently with minimal supervision.

Consults with the Education Program Leadership and Director of Administration on matters that are complex non-routine or policy related particularly those requiring interpretation escalation or deviation from established procedures and may recommend solutions and implement approved actions as appropriate.

Exercises judgment and initiative in organizing prioritizing and carrying out work within broadly established procedures practices and program guidelines. Determines appropriate methods for completing both recurring and non-routine tasks and exercises discretion in interpreting University Hospital Departmental and Program policies and procedures. Work involves a broad range of responsibilities with limited opportunity for standardized solutions and is performed with a high degree of independence.

Supervision Given
None.

Minimum Qualifications
High School graduation plus one year of post-secondary education plus three years of related experience or an equivalent combination of education and experience.

- Willingness to respect diverse perspectives including perspectives in conflict with ones own

- Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion

Preferred Qualifications

• Experience and training in secretarial bookkeeping and office procedures and practices is an asset.

• Knowledge of University policies and procedures preferred.

• Ability to effectively use MS Word Excel Outlook and Internet at an intermediate level.

• Knowledge of UBC Workday is very important; web design experience an asset.

• Ability to communicate effectively verbally and in writing.

• Ability to deal with a diversity of people in a calm courteous and effective manner.

• Ability to perform word processing at 50 words per minute.

• Ability to operate the normal range of office equipment.

• Ability to compose correspondence reports presentations and other written materials using clear concise business English.

• Ability to prioritize and work effectively under pressure to meet deadlines.

• Ability to maintain accuracy and attention to detail.

• Ability to exercise tact and discretion.

• Ability to work effectively independently and in a team environment. Knowledge of the following is an asset: Workday one45/WebEval HSPNet RMS CARMS Wordpress TRes Canvas eVision Qualtrics Doodle Poll.