The University of British Columbia Looking for Educational Coordinator at Vancouver, British Columbia, Canada Full Time

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried – Program Assistant 2 (Gr5)

Job Title

Educational Coordinator

Department

Administration | Department of Medical Genetics | Faculty of Medicine

Compensation Range

$4,188.00 – $4,400.00 CAD Monthly

Posting End Date

December 15, 2023

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

Job End Date

FTE: 0.5

Compensation Range at 0.5 FTE: $2,094.00 – $2,200.00 CAD Monthly

This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

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

Reports to the M.Sc. Genetic Counselling Program Directors, the Graduate Certificate Program Lead, and the Residency Program Director along with the Director of Administration. This position provides secretarial support to the Genetic Counselling Program, the Graduate Certificate Program, Medical Genetics Residency Program, curriculum of the Medical Genetics and Genomics Theme in the MD Undergraduate Program, and occasional continuing professional development activities within the department. The incumbent is expected to organize and complete administrative tasks and run routine errands. Thus, the position requires a thorough knowledge of office procedures, Program functions and the policies and procedures and software systems of the Department, University and the Hospital. The incumbent is also expected to handle confidential information with tact and discretion. The nature of the work is varied and requires independent action, judgement and setting priorities in following the guidelines and procedures of the University and Hospital.

Organizational Status

Primarily reports to the Program Directors and the Certificate Program Lead; work may also be assigned by the Medical Genetics Director of Administration.

Work Performed

40% Graduate Secretary to the M.Sc. Genetic Counselling Program and Graduate Certificate Program:

• ensures the smooth operation of Program activities by anticipating, communicating, and organizing tasks according to the standard operating procedures utilizing a bring forward system to the Directors and Graduate Certificate Program Lead
• responds to complex written, oral, and electronic inquiries from interested applicants and other educational institutions providing factual information on the Program, services and procedures
• assists students by providing information regarding UBC policies and procedures
• assists students in resolving university issues through researching UBC systems, processes and individuals
• plans and coordinates procedures relating to administrative support functions such as timetable preparations, course registration and examination procedures, graduation and purchasing
• supports the Advisory Program Committee by compiling and preparing agendas, arranging meetings, transcribing, editing and distributing minutes
• enters, edits and collects data and drafts into an appropriate format; maintains alumni database
• assigns keys to student rooms, maintains a list of key assignments, and ensures return of keys prior to student departure
• use of daily functions such as SISC, eVision, Canvas, Wordpress, Zoom
• updates the webpages for the Department of Medical Genetics and the Masters Program in Genetic Counselling, and the Graduate Certificate Program to ensure consistency with the UBC Academic Calendar and the Graduate and Postdoctoral Student listings, follows appropriate procedures for making changes to UBC websites
• performs duties including making appointments, photocopying, faxing, forwarding emails, booking classrooms, registering students, onboarding students, organizes course evaluations, registers course work into Canvas and sends documents to students, faculty and directors as appropriate
• administrative lead on populating Canvas pages for MEDG 550, 560, 565 and 548b under the direction of the course director(s), and for MEDG 580, 585, 590, 595 under the direction of the Graduate Program Lead
• registering students in SISC
• organizes and maintains files, reading materials, including the UBC online learning management systems and student SIS documentation
• serves as a resource person for the students; demonstrates new equipment operating functions; explaining capabilities and limitations of equipment; troubleshooting operational processes
• contacts appropriate people for equipment maintenance
• revises documentation for application and orientation packages
• manages the program application process
• sends rejection letters to unsuccessful applicants and informs G+PS
• sends letters to successful applicants for the upcoming academic year and informs G+PS
• assists successful applicants to be interviewed; information to be sent in advance with lodging information, schedule, etc.
• organizes ongoing Genetic Counselling education series of up to 30 students for continuing professional development which includes organizing speakers, evaluation, summarizing and distributing feedback to speakers, and completing all administrative requirements for accreditation of the program by the National Society of Genetic Counsellors
• creates and revises forms and documentation
• summarizes evaluations for MEDG 560, 565, 550, 570, 575, 580, 585, 590, 595 to ensure timely feedback to instructors, then distributes to Program Directors and Graduate Certificate Lead for review before sending to instructors –
• orders supplies for the Program and student rooms
• revises students’ schedules
• organizes applications to be reviewed by Admissions Committee including ensuring access to online application system secured for all committee members
• arranges interviews for successful applicants
• under the direction of the Program Directors, arranging and sending out documentation for accreditation
• books rooms for MEDG550 560, 565 and other program related activities as requested by the Program Directors
• reconciles and follows up on professional development, travel and research expenses of the Program.
• create and maintains Standard Operating Procedures manual for Genetic Counselling program responsibilities
• ensures student rooms and computer files are cleaned after student departure
• other related duties as assigned

10% Coordination and support for the Medical Genetics Residency Program (MGRTP) Director, and the Genetics and Genomics (MGG) MDUP Theme Curriculum:

Program/ curricular level:

• ensures the smooth operation of MGRTP activities and MGG MDUP Curriculum by anticipating, communicating, and organizing tasks according to the standard operating procedures
• assists the Program Director, up to 20 residents and learners and other stakeholders by researching and providing information regarding UBC and other policies and procedures
• actively surveys for updates from Postgraduate Office, MDUP, other relevant sources, appropriately disseminating information to Director and learners
• use of systems such as TRes, One45, national matching process, accreditation and systems related to booking medical student electives
• responds to complex inquiries by phone, email and in-person and provides information of a detailed and complex nature to instructors, residents, faculty, health authorities and other universities
• provides administrative support to committees chaired by the Director, as required: schedules committee meetings, prepares materials for distribution, arranges room bookings, catering and audio-visual equipment and takes minutes and prepares action tracking reports, and provides follow up for action items as required, drafts letters and transcribes, edits and distributes minutes
• drafts and helps maintain correspondence and documents including newsletter, program catalogues and website.
• annually updates webpages for the Department of Medical, ensuring consistency with the UBC Postgrad Office, CaRMs and the Royal College, follows appropriate procedures for making changes to UBC websites
• responds to written, oral, and electronic inquiries from interested applicants/ visiting learners (students, electives residents, fellows, etc.), and other educational institutions providing factual information on the Program, services and procedures, etc.
• assists with the production of educational materials including soliciting estimates from printers/suppliers, sending proofs, transferring graphic files, editing and formatting power point presentations and editing videos/modules
• reconciles and follow up on expenses for events, travel and research project expenses
• Organizes the resident, fellow and student schedules which includes liaising with many departments and faculty

Workshop and Rotation offerings/ Applicants/ Scheduling of learners in clinics:

• maintains communications with the MDUP about the Genetics workshops, and coordinates our Department’s contributions to the Medical School Genetics workshops
• OSCES (recruit faculty, recruit Standardized Patient, schedule people and facilities
• schedule rotations – complex re residents, fellows, medical students and Genetic counselling students including elective/outreach and shadowing options.
• room bookings
• maintains communications to solicit ongoing applications with MDUP student interest group, electives organizers at MDUP and postgraduate level
• compiles all application packages including additional documentation as required for visiting learners (students, electives residents, selectives/rotational residents, fellows, etc.)applications (i.e. application forms from Dean’s Office, College of Physician and Surgeons, Immigration Canada, etc.); obtains signatures; liaises with Dean’s Office, our and other clinical programs, BC College of Physician and Surgeons in making arrangements for the appointment of new fellows and residents
• coordinates and manages all aspects of the interview processes for Fellow and Resident applicants in consultation with the Director; manages the web-based programs for application processes for our program (i.e. CaRMS match)

Support to our residents:

• assists with the on-going development and improvement of procedures relating to administrative support functions such as timetable preparations, One45 scheduling, course registration and examination procedures, graduation and purchasing for learners in and visiting our program, seeking direction for the Director as needed; supporting individual residents in tracking their progress, to ensure program requirements are met and properly documented
• developing resident academic half day curriculums with the Program Director
• administers the exam preparation activities for residents, including purchased written American exams and the national practice OSCES (tasks include but are not limited to recruiting faculty examiners, recruiting and hiring Standardized Patients, scheduling people and facilities)

Support for all learners in our clinic:

• schedules clinical opportunities for learners at all levels including visiting residents, fellows , and medical students
• maintains up to date documentation for application and orientation packages
• welcomes and orients all learners arriving to our service which includes providing a welcome package in advance, a plan for an in person greeting upon arrival, confidentiality sign off, when relevant assignment of keys to residents’ rooms, maintaining a list of key assignments, and ensuring return of keys prior to student departure
• ensures resident room and computer files are cleaned after departure of learners
• contacts appropriate people for equipment maintenance

Assessment and evaluation progresses:

• manages all aspects of the evaluation system used for learners/ peers to evaluate program and faculty, and vice versa, for MD-related clinical and non-clinical teaching/ CME in our department ; follows up for responses as required
• works with the Program Director to collect, and compile data as required for purposes of accreditation, evaluation, reports, tracking and information.

Document management and accreditations:

• creates and maintains the Standard Operating Procedures manual for MGRTP responsibilities
• organizes and maintains files relating to MDUP, residency and fellowship programs (program documents, personnel files, committee minutes, etc.)
• provides support for special projects such as Program accreditation by typing reports, preparing reports for presentation, photocopying, arranging meetings and other duties as required.

Other:

• performs other related tasks as required by the Director of Administration.

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 Program, the Graduate Certificate Program, Residency Program, Department, UBC and the Hospital in order to appropriately handle the varied requirements of the position.

The incumbent’s 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

Works independently under minimal supervision. Reports to and is supervised by the Program Directors, Graduate Certificate Program Lead, Director of Administration. Work is performed in accordance with broadly established procedures and practices requiring initiative to plan, complete recurring assignments independently, and judgement to determine which of many methods are applicable in any given situation. Responsibilities and work situations are broader in scope, with limited opportunity for standardized solutions.

Exercises judgement and initiative in day-to-day matters of a non-routine nature requiring the interpretation of University, Hospital, Departmental, and Program guidelines, procedures and policies in planning the sequence of duties, the work methods to be employed, and the action to be taken. Work is done under limited supervision. Performs duties independently, occasionally consulting with the Program Directors, Graduate Certificate Program Lead, Director of Administration regarding new or unusual problems.

Supervision Given

None. Trains students on how to use the photocopier, fax machine, and other equipment.

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 one’s own
• Demonstrates a commitment to enhancing one’s 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 the Student Information System 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, RMS, CARMS, Wordpress, TRes, Canvas, eVision, SISC, Doodle Poll.