Staff - Non Union
Job Category
M&P - AAPS
Job Profile
AAPS Salaried - Educational Programming, Level A
Job Title
Education Program Coordinator
Department
Administrative Support Division of Neurology | Department of Medicine | Faculty of Medicine
Compensation Range
$4,970.92 - $7,141.92 CAD Monthly
The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.
Posting End Date
May 9, 2025
Note:Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
May 31, 2026
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
This position actively participates in the planning, development and continuous improvement over the work processes of the education programs within Neurology Division. As a member of the administrative team, work closely with the Neurology Education Program Directors, (Postgraduate, Undergraduate and Fellowship), Administrative Manager, Faculty members and stakeholders of Neurosciences community within B.C.
The Program Coordinator is responsible to Education Program Directors in planning and coordination of delivering the education programs, the implementation and evaluation of change with new initiatives. This position is expected to manage and oversee a variety of ongoing, annual and ad hoc activities within the Education Programs; is responsible for and has the autonomy to make decisions in the components of scheduling and events; to provide advice or recommendations to stakeholders in resolve situation as needed with consultations to Program Directors and Administrative Manager.
Organizational Status
As a member of the administrative team, this position reports to the Administrative Manager. Work direction is provided by the Program Directors and the Education Program Committees. For any new education program development or initiatives and other responsibilities is provided by Administrative Manager and faculty members who lead these initiatives.
This position liaises with faculty, residents, fellows and staff within Neurology, Department of Medicine (DoM), Faculty of Medicine (FoM), Postgraduate Medicine Education (PGME) and service units; external agencies and personnel such as Health Authority administration staff, the Royal College of Physicians and Surgeons of Canada (RCPSC), the BC College of Physicians and Surgeons (CPSBC), Resident Doctors of BC, Canadian Resident Marching Service (CaRMS) and other stakeholders.
This position will be required to work flexible hours to meet operational requirements.
Work Performed
- Responsible for the operation of education programs, including Postgraduate, Undergraduate and Fellowship programs. Works with program directors to plan, develop, implement, update and evaluate education program processes, including preparing Standard Operating Procedures (SOP) and guidelines.
- Evaluates changes and new initiatives in the education programs to ensure ongoing improvements, program accreditation recommendations, Royal College requirements, governing bodies within Faculty of Medicine Education Offices are met.
- Facilitates continuous development of education resources and ensures appropriate orientation are organized for residents and students as needed.
- Manages scheduling and assignment of residents and medical students across all training sites within BC, ensuring rotation capacity is managed and complied with requirements of RCPSC and FOM policies. Fully responsible for exercising judgement and discretion when determining ongoing schedule changes.
- Oversees Medical On-Call Availability Program (MOCAP) on-call schedules for faculty and residents.
- Manages the online evaluation system (One45 and Entrada) and evaluation of residents, fellows and faculty.
- Manages annual CaRMS application process and International Sponsored Residents applications.
- Responsible for applications process of Clinical and Postdoctoral Fellowship Programs.
- Responsible for organizing the Objective Structured Clinical Examination (OSCE) and American Academy of Neurology (AAN) Residency In-service Training Examination (RITE).
- Responsible for the preparation of accreditation review documentation; ensure education programs meet FoM and RCPSC accreditation standards and curriculum guidelines.
- Provides oversight to the verification and tracking for didactic teaching and clinical teaching payments.
- Prepares budget related to resident activities, ensures resident activity funds are administered properly and in a timely manner.
- Works collaboratively with Program Directors of any issues being identified, analyzes and make recommendations and to implement solutions as appropriate.
- Acts as primary contact and as a resource for providing information, guidance and advice to residents, medical students and faculty.
- Oversees development, maintenance and updating Neurology website to ensure accuracy.
- Prepares and provides reports as needed for varies program directors including Division annual reports.
- Performs other duties as required to meet operational needs of the education programs and Division mandate.
Consequence of Error/Judgement
Lack of judgement, inappropriate decisions or inadequate monitoring of the education programs could result in needless administrative burdens for the program directors and have a negative impact towards the delivery of the education programs over students, residents and accreditation standing. Inaction on initiatives could result in lost opportunities and/or reduced quality in education programs and might damage relationships and networks both internally and with external agencies.
Supervision Received
Reports to Administrative Manager and works under general directions of the education program directors. Work is reviewed for overall effectiveness and delivery of the education programs and achievement in goals and objectives.
Supervision Given
May supervises temporary staff and students as needed.
Minimum Qualifications
University degree in a relevant discipline. Minimum of two years of related experience, or the 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
Undergraduate degree in relevant discipline. Experiences in University environment and with postgraduate training setting is preferred. Experience with UBC and Faculty of Medicine policies and procedures is an asset. Strong organizational and problem solving skills. Highly motivated with an ability to take initiative, prioritization and attention to details. Effective communication with ability to listen and clarify issues. Strong interpersonal skills with ability to deal with diversity of people in a clam, courteous and effective manner. Ability to handle sensitive issues in a tactful and confidential manner.
Ability to integrate education technology within program and learn new technologies.
Ability to effectively use standard computing applications.
