Job Description

Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 4 (Gr9)
Job Title
Education Programs Coordinator
Department
Administrative Management | Department of Radiology | Faculty of Medicine
Compensation Range
$4,959.00 - $5,532.00 CAD Monthly
Posting End Date
March 20, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
We ask that all candidates provide a cover letter as part of their application.
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 Education Programs Coordinator is the administrative lead supporting over 10 subspecialty fellowship programs, (over 60 fellows) and to the research directors with over 8 postdoctoral fellows in the Department of Radiology.
This highly interactive position is responsible for the complex coordination of recruitment for Clinical Fellows, Postgraduate Trainees and Postdoctoral Fellows at five teaching hospitals. This includes leading in the delivery of the day-to-day administrative operations, supervising the staff at the Fellowship Service Centre, and ensuring that all fellowship requirements and the phases of the recruitment are met, executed accurately and efficiently.
The Education Programs Coordinator reports directly to the Dept Manager and takes direction from the Program Directors and Department Head. The Education Programs Coordinator liaises with the Faculty of Medicine-Postgraduate Medical Education Dean's Office, Postdoctoral Fellowship Office, the College of Physicians and Surgeons of British Columbia, UBC HR Immigration Office Advisors and other related offices.
The Education Programs Coordinator collaborates and interacts with other UBC staff and faculty members, and with other health professionals and academic organizations outside of UBC.
This position is located at the Diamond Health Care Centre with hybrid work-week shifts, Monday-Friday. The Education Programs Coordinator is responsible for Fellowship Service Centre's staff coverage schedule (approx 2 days in person and remote) and requires flexibility to meet the operational needs of the Service Centre with occasional travel to hospital sites for in person meetings, committees and events.

Work PerformedManages the workflow of the fellowship administrative team, administers and designs operational processes and resolves complex fellow and faculty issues. Acts as the senior resource specialist for the fellow candidates, clinical/postdoctoral fellows, directors, faculty and staff. Supports the directors, faculty and fellows in navigating/interpreting University, Faculty of Medicine and postgraduate and postdoctoral education policies/guidelines Participates in the development, documentation and implementation of processes and procedures, including provides recommendations for department fellowship guidelines and website. Ensures effective and timely internal and external (verbal and written) communications between candidates, fellows, faculty, staff. Resolves complex issues that arise and ensures all administrative and legal requirements are established and maintained for UBC employment. Coordinates fellow application and renewal processes for University appointment/employment, provincial college licensure and immigration. Ensures all fellow employment documents are reliable, accurate and complete. Maintains an active, dynamic fellowship database of all fellows' business processes to ensure the timely arrival of each fellow. Collaborates with the department's human resources staff for HR related issues. Coordinates the fellow selection/shortlist process by performing duties such as reviewing applications for accuracy and completeness, coordinates the interview/selection teams, scheduling interviews and communications with candidates. Reviews offer letter templates for updates and policy changes. Prepares fellow extensions, addendums,verification letters and other related documentation. Assists with postgraduate fellow/trainee applications, prepares college licensure request letters and processes the Immigration Refugees, Citizenship Canada (IRCC) employer offer of employment on-line applications. Provides IRCC offer number to the incoming fellow and acts as liaison between the fellow and UBC HR Immigration Office advisors. Works with the Directors in scheduling fellow progress/performance meetings, oversees and maintains confidential files and escalates performance or professionalism related issues. Administers the fellowship evaluation system monitoring and ensuring timely evaluations are completed as scheduled. Attends and participates in fellowship related committee meetings or other meetings, leading the discussion of key issues; responsible for implementation of changes approved by the Directors/Department Head/Managers. Provides scheduling and logistical support for fellowship events and academic sessions. Prepares/updates career opportunity job descriptions for posting on department and career/journal websites. Prepares online invoices for services, processes fellowship admin expenses and other financial transactions. Oversees fellow personnel files, including evaluations, attendance - vacation/leave of absence records, correspondence, licenses, and remediation documentation. Oversees the e-distribution lists of current and former fellows. Advises on fellow information notices and other e-notices to be e-distributed. Supports other staff members on occasion in times of leaves and/or vacations. Performs other duties as required.

Consequence of Error/Judgement: This position requires highly effective organizational planning and administrative skills to provide ongoing improvements, developments and upgrades to all aspects of the fellowship administration. Failure to follow strict timelines and sequential administrative processes will result in fellows not having the appropriate licensure and documentation to commence work on time in the Department of Radiology, resulting in shortages of fellow/physicians to meet patient care and academic needs. Errors or omissions in any step of the procedure would seriously and adversely affect the Department and the new recruit. Failure to represent the Department in a professional way would diminish the credibility of the programs and the Department. Confidentiality must be maintained at all times. Observance of relevant policies of both UBC and hospital sites
Supervision Received: Reports to the Dept Manager.
The Education Programs Coordinator is expected to work independently and with good judgment, consulting with fellowship team, Dept Managers and Directors on issues of a non-routine nature. Applies knowledge of procedures, guidelines and regulations and makes decisions within established policies and guidelines. Uses tact, discretion and sensitivity in problem solving. Significant problems are referred to the Education Programs Coordinator and Dept Manager. Participates actively in dialogue and development of creative team-based solutions. Uses considerable knowledge, discretion, and judgment in handling fellow/trainee/postdoctoral fellow questions, concerns, and requests.
Supervision Given: Provides supervision to the two senior program assistants. Trains as necessary, new and inexperienced staff (including students and temporary staff).
Minimum Qualifications- High School graduation, plus two-year post-secondary diploma, plus four 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: Minimum of two years administrative experience, preferably within a clinical education setting. Knowledge of University administrative processes. Familiarity with an acute hospital setting would be an asset. Experience in supervising admin staff. Advanced computer skills in Microsoft Windows and Office applications including current versions of Word, Excel, PowerPoint Outlook and Adobe applications. Collaborative tools such as MS Teams and OneDrive SharePoint Online, WordPress are an asset.

Proficiency at developing and maintaining electronic databases and survey systems on multiple different platforms

Strong organizational skills and ability to prioritize to accommodate changing workload;

Must have superlative problem-solving skills, and the ability to navigate in the changing landscape of medical education.

Demonstrate project-planning skills to anticipate problems and issues, plan ahead, meet deadlines and follow up, ensuring deliverables are met.

Ability to take initiative, determine course of action and then follow through independently.

Knowledge of video conferencing technology;

Demonstrated interpersonal and diplomacy skills, as well as demonstrated ability to develop effective working relationships with community members, staff, faculty and students;

Enthusiasm to nurture an environment that celebrates diversity, builds on strengths found in differences and seeks to encourage growth in all members of the team;

Enthusiasm to work with equity, diversity, and inclusion-based approaches to advance UBC and Faculty of Medicine priorities and initiatives;

Ability to communicate effectively, both verbally and in writing.
Ability to multi-task with meticulous attention to detail

Ability to take and transcribe accurate meeting minutes

Flexible; comfortable working within ambiguity; invigorated by change, often requiring immediate responses and solutions within a high stakes environment.

Ability to work collaboratively with a wide range of stakeholders, including clinical faculty, residents, and key stakeholders

Ability to exercise a high level of tact and discretion, project positive image and be diplomatic in stressful situations while maintaining confidentiality in dealing with learners and faculty

Ability to work additional hours occasionally in evenings and early mornings, and rarely on weekends, as required.
Ability to travel to UBC or hospital sites as required