Educational Program Coordinator

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Sr Program Asst-Med Ed (Gr8)

Job Title

Educational Program Coordinator

Department

Administrative Support Centre for Health Education Scholarship Faculty of Medicine

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

July 4, 2024

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

Job End Date

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 CHES Educational Program Coordinator is responsible for the overall coordination of administrative matters for the Centre's two central programs, the Clinical Educator Fellowship Program (50%) and the Master of Health Professions Education Canada Program (50%).

The position will be based at the UBC Vancouver Campus; however, the incumbent may also be required to occasionally travel to other sites (e.

g., Diamond Health Care Centre) to support operational activities. As this position may require the incumbent to enter a healthcare facility, successful verification of full vaccination against COVID-19 is required prior to the start date, as required by the provincial health mandate.

This position also has the option of a hybrid work arrangement.

ORGANIZATIONAL STATUS

The UBC Centre for Health Education Scholarship (CHES) is a research and education centre that strives to enhance the health of people and populations by supporting the educational practices of the health professions.

Formed in 2008, CHES’ mandate is to enhance health education scholarship across the Faculty of Medicine, and all associated distributed sites, through creating new knowledge through research and informed innovation, building capacity through mentorship of individuals, and fostering a culture of collaboration and scholarly thinking in health professions education.

CHES is home to the Clinical Educator Fellowship Program (CEFP), a 2-year fellowship designed for clinicians in a health profession who are interested in developing an academic career as a Clinical Educator;

as well as the MHPE-Canada program, an international Master's program conferred from Maastricht University in the Netherlands and delivered in partnership with Western University in Ontario.

This position reports dually to the CEFP Director and the MHPE-Canada UBC Director, and will also take direction from the Centre's Manager.

The incumbent liaises with colleagues throughout the Faculty of Medicine and external partners for the coordination of the programs, including our MHPE-Canada partners, at Western University and Maastricht University.

WORK PERFORMED

Clinical Educator Fellowship Program (50%) :

Coordinates the entire CEFP application, screening, and recruitment process. Provides information and advice to prospective applicants on CEFP program requirements and escalates complex issues to the CHES Manager or CEFP Director.

Oversees the room bookings, scheduling, communications to candidates, and records retention.

Responsible for drafting fellows' agreements and offer letters; processes fellow appointments and renewals in partnership with home department;

and liaises with faculty relations and / or human resources departments for information and clarification on human resources policies and processes.

• Coordinates the CEFP Academic Half-Day sessions including : recruiting speakers, managing schedule on SharePoint / Teams site, room and venue bookings (including setup of remote connections), the development and implementation of educational materials, timely collection and distribution of session evaluations on a weekly basis, consultations with instructors to assess resources and equipment / audio-visual needs, where applicable, and any additional support as needed.
• Organizes and supports CEFP program-related events, including but not limited to, the CHES Orientation and Graduation events for fellows.
• On behalf of the Program Director, schedules meetings and appointments in coordination with their calendar and program activities, and identifies and communicates high priority requests.
• Performs financial duties as related to the CEFP; such as reporting on budget expenditures, processing expenses, tuition reimbursements, honorariums, and travel requisitions.

Requires familiarity with UBC and FoM processes and guidelines to ensure information is accurate and financial processing and expenditures are appropriate.

• Provides additional administrative support to the Program Director and fellows (both current and alumni), as required.
• Drafts and edits reports; compiles statistical data, such as the number and / or type of teaching activities each fellow contributes;

and conducts routine research as required, in preparation for reports related to CHES programs.

Serves as the primary contact for administrative matters and general inquiries for the CEFP, of which may be of an interpretative and complex nature.

Communicates directly with the public and prospective fellows.

Provides administrative support for the onboarding of new fellows, including the general office set-up and access for incoming fellows;

including facilitating keycard access, photo IDs, IT accounts.

• Develops, maintains, and monitors databases for the purposes of maintaining program participant information; including contact information, tuition claim amounts, and educational teaching logs.
• Participates in the development and implementation of program policies and procedures.
• Maintains and updates the CEFP SharePoint / Teams site and updates the CEFP Education Opportunities Handbook.
• Provides input into communications and marketing materials, as they pertain to the CEFP.

Master of Health Professions Education Canada Program (50%) :

Acts as the main administrative liaison and contact for MHPE-Canada, between Maastricht University and both the UBC and Western University sites;

works closely with and builds rapport with faculty and staff with all MHPE-Canada site affiliates.

• Coordinates the entire call for MHPE-Canada applicants, compiles applications, screens initial candidates, and arranges the interview process.
• Provides onboarding support for the MHPE-Canada students.
• Coordinates and oversees all administrative matters for MHPE-related events, including coordinating the logistics for the 3-week sessions facilitated either on the UBC campus or remotely (occurring twice annually).

The Educational Program Coordinator will be required to work closely with the administrative liaison at Western University, to ensure that the 3-week program schedule and logistics are well coordinated and seamless on both sides.

• Supports Program Director(s) in creating and updating informative course materials for master's students; ensures course materials and information are up-to-date in the Maastricht MHPE student portal.
• Coordinates the schedules of Program Director(s) and students based on availability and feedback. Updates when needed and optimizes schedules and offerings for future students.
• Supports the Program Director(s) and students, ensuring that feedback and program evaluations are taken into account and as a result, schedules and support information for the 3-week sessions are constantly updated and optimized for future students.
• Performs financial duties as related to the MHPE-Canada; including reporting on budget expenditures, and processing expenses, tuition reimbursements, honorariums, travel requisitions, and invoicing.

Provides financial support and coordination for both UBC and Western MHPE-Canada sites.

• Facilitates the textbook orders for the MHPE-Canada UBC cohort, done annually.
• Provides administrative and program-specific support to the Program Director(s) and master's students, as required. This includes, but is not limited to, ensuring that students are updated on deadlines and other important information coming from the Program Director(s).
• Serves as the primary contact for administrative matters and general inquiries for the MHPE-Canada, of which may be of an interpretative and complex nature.
• Develops, maintains, and monitors databases for the purposes of maintaining program participant information.
• Provides input into the development and implementation of program policies and procedures; including providing CHES leadership with administrative support in renegotiating Memorandum of Understanding and curriculum changes with Maastricht University.
• Provides input into communications and marketing materials, as they pertain to the MHPE-Canada.

Other :

• Assists in the coordination of other CHES special projects and / or events, such as the annual CHES Celebration of Scholarship, as assigned by the CHES Manager and / or CHES Director.
• Performs other responsibilities, as required.

CONSEQUENCE OF ERROR

The Educational Program Coordinator will be expected to exercise considerable judgment and initiative in prioritizing and scheduling work.

The incumbent works within broad guidelines and in conjunction with the CEF Program Director, MHPE-Canada UBC Director, CHES Director, and Administrative Manager to establish policies and procedures.

Ability to handle matters based on the knowledge of the University of British Columbia, Faculty of Medicine, and Royal College (as it pertains to CHES Fellows) policies and procedures is vital, as poor decisions could delay the timely completion of projects and activities, have major financial repercussions, and be damaging to the credibility of the Centre and its members, the Faculty of Medicine, and the University of British Columbia.

Errors in financial processing or human resources appointments may compromise the ability to accept or continue clinicians and researchers in the programs.

The MHPE-Canada schedule is extremely detailed and errors in scheduling could have considerable impact on students learning, faculty and student satisfaction, and on the partnership with Maastricht and Western Universities.

Due to the complexities of the relationships between the Centre, its partner universities, and trainee and student communities, the consequence of error in this position is high.

SUPERVISION RECEIVED

The Educational Program Coordinator will work independently, under supervision from the CEFP Director and MHPE-Canada Co-Coordinator(s).

Reports to the CHES Administrative Manager for direction in determining, planning, and completing work objectives.

SUPERVISION GIVEN

None.

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

QUALIFICATIONS

The ideal candidate has experience working in a professional office environment, has knowledge of UBC University and Faculty of Medicine policies and procedures, and has experience with faculty recruitment processes.

The ideal candidate has worked with postgraduate programs, and experience working with researchers, residents, and other trainees.

Ability to use Outlook, Word, Excel, Adobe Acrobat Pro, and OneNote at an intermediate level. Experience with Teams / OneDrive, Canva, and / or WordPress an asset.

Strong ability to accurately maintain electronic calendars, reconcile scheduling conflicts, and coordinate meetings appropriately.

Strong interpersonal and communication skills, with the ability to communicate effectively both verbally and in writing, with a diverse audience.

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

Ability to gather, record, and organize information effectively. Ability to plan, schedule, and organize a variety of projects and / or events, often concurrently.

Strong organizational skills, with the ability to manage a full workload, and work under pressure to meet critical deadlines.

Ability to multi-task and prioritize effectively, and demonstrate flexibility when priorities change. Ability to analyze and problem solve with minimal guidance.

Ability to make thoughtful, informed, and thorough decisions. Ability to learn and adapt to new processes or systems. Ability to exercise considerable judgment and take initiative on a daily basis.

Ability to be thorough, accurate, and maintain a high level of attention to detail. Ability to deal with a diverse group of people in a calm, courteous, professional, and effective manner.

Ability to exercise diplomacy, tact, discretion, and reliability. Ability to develop and maintain cooperative and productive working relationships.

Ability to work both independently and participate as an effective member in a team environment. Ability to work in a confidential environment, and possess the ability to approach interactions with awareness of sensitive issues, and exercise sound judgment when resolving difficulties.