Job Description

Staff - Non Union

Job Category M&P - AAPS

Job Profile AAPS Salaried - Information Services, Level A

Job Title Communications Coordinator, PGME

Department Postgraduate Operations Support | Medical Postgraduate | Faculty of Medicine

Compensation Range $5,063.67 - $7,294.50 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 October 10, 2023

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

Job End Date

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.

Summary
The Communications Coordinator, Postgraduate Medical Education (PGME) is responsible for all aspects of internal communications in PGME (digital and print). This includes handling both daily communications on various platforms (WordPress, UBC systems i.e Sharepoint) as well as the planning and implementing of communications projects in service of the Department\xe2\x80\x99s strategic goals. The work requires a detailed understanding of PGME, its priorities and key activities, academic programs, and the interests of stakeholders, together with an ability to profile postgraduate medical education and its activities in a clear and appropriate format to multiple audiences.

All duties and responsibilities are carried out in the PGME office in Vancouver, BC and via hybrid work from home arrangements.

Organizational Status

The UBC Faculty of Medicine through its 74 Royal College and 2 Family Medicine residency programs provides medical education training to more than 1,400 resident learners. These residency programs span multiple training sites and are distributed to clinical academic campuses and affiliated regional centers across the province. To accommodate the government funded increases in MD undergraduate students, PGME residency programs are expanding their intake of residents. Since 2015 the number of residents has increased from 1250 to approximately 1450 in 2023.

This position reports directly to the Operations Manager, PGME and is expected to work independently with minimal guidance. The incumbent will also receive direction from both the PGME Associate Dean and Assistant Dean, the PGME Director of Administration and the Senior Manager PGME. This position will interact with Residents, Program Directors, Program/PGME Staff, Faculty of Medicine and UBC Communications departments and external stakeholders i.e Health Authorities, Resident Doctors of BC etc.

Work Performed
1. Responsible for all aspects of PGME internal communications, including:
- Website and MedNet (intranet) Administration: co-ordinates updates to content to all PGME websites, and intranet pages; Produces website analytics and usability reports that support decision-making and evaluation; delivers technical enhancements.
- Writes and/or coordinates web content for Resident, staff, and faculty audiences, including, but not limited to people profiles, announcements, educational and informational blog posts and stories highlighting PGME initiatives and achievements; Performs research and fact-checking analysis.
- Creates both Faculty and Staff and Resident newsletters by writing and soliciting content internally and from internal and external stakeholders; Designs and updates templates using newsletter software and produces analytical reports to inform decision-making.
- Co-ordinates and/or produces photography and video content as identified; may engage and work with PGME programs and other stakeholders to produce such content. Takes photos and videos at PGME events for on-line media purposes. Plans, implements and maintains appropriate systems for storing and sharing photos, videos, presentations and other materials.
2. Responsible for assisting PGME leadership in the production and creation of content for internal presentations to UBC faculty and staff.
3. Providing graphic design, art and layout services for all PGME communications i.e selecting design format, materials and processes; reviewing layouts and final plans for production.
4. Plans, researches, writes and edits internal PGME communication materials
5. Plans, coordinates and executes all communications materials for PGME events i.e Resident Orientation, Program Director / Program Administrator workshops and others as needed and plans and executes event logistics.
6. Advises PGME staff on all communications related initiatives.
7. Directs the work of support staff for the successful implementation of event and communications activities.
8. Undertakes other communication projects in keeping with the mandate of the position and provides short-term backup for other PGME staff and performs other related duties as needed.

Consequence of Error/Judgement
The position works with a high degree of autonomy, making decisions about communications that will achieve desired goals and translating policy and program requirements for academic program navigation. Exercises judgment and tact in dealing with internal and external stakeholders. The Communication Coordinator is expected to exercise professional judgment in managing all print and digital communications on behalf of the Postgraduate Medical Education Deans Office. Errors in judgment or ineffective communication will compromise the effectiveness and efficiency of the PGME office. Misinterpretation of information can result in hardship for residents or result in compromise to the University\xe2\x80\x99s academic standing. Errors in decision making and communication can have serious negative effects on PGME and the University s public relation.

Supervision Received

The PGME Communications Coordinator works independently and within a team. Reports to the Operations Manager, PGME who provides the goals to be achieved and time-frames involved when assigning new initiatives. Steps to achieve the goals would be devised by the incumbent. Work is reviewed in terms of achievement of high professional standards in the delivery of communications services. Is expected to anticipate potential issues or problems based on a thorough knowledge of Departmental operations or plans and to develop effective solutions.

Supervision Given
This position may supervise staff.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum four years of related experience, or the equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one\xe2\x80\x99s own

- Demonstrates a commitment to enhancing one\xe2\x80\x99s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications
Strong ability to communicate, along with exceptional writing and grammar skills.
Demonstrated project management skills and a proven track record in coordinating communications, marketing and web projects with multiple stakeholders.
Familiarity with content management systems such as WordPress, SharePoint and social media tools, channels, trends, particularly in institutional applications. Knowledge of analytics and search engine optimization techniques.
Knowledge of digital imaging, digital audio/video editing and familiarity with a graphics and digital video editing software.
Working knowledge of HTML and/or other web programming languages an asset.
Familiarity with copyright law, privacy, and security practices (e.g., FIPPA). Ability to input and extract data, and compile data reports from University systems.
Ability to interpret and implement policies and procedures. Ability to be thorough, accurate, and attentive to detail. Strong organizational and interpersonal skills.
Proven ability to interact and build rapport effectively, respectfully and positively with leaners, faculty, staff and stakeholders.
Ability to deal with a diverse population in a calm, courteous, and effective manner.
Ability to communicate effectively verbally and in writing.
Exceptional copywriting skills, ability to translate complex information for a variety of audiences in concise, efficient, and engaging copy.
Ability to synthesize complex issues impacting multiple stakeholders.
Exceptional interpersonal skills.
Excellent problem solving and critical thinking skills.
Ability to work well in a team environment.
Demonstrated ability to work well independently and with initiative; to plan ahead and meet deadlines.
Ability to handle stress within a varied work environment and manage multiple tasks, projects and demands.
Strong attention to detail.
Willingness to continuously learn and upgrade skills and knowledge.
Demonstrated ability to present and communicate information individually or in a large group setting.
Ability to develop effective presentations and workshops.
Proven ability in public speaking.

University of British Columbia