Educational Coordinator

Job Title

Educational Coordinator

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Program Assistant 2 (Gr5)

Job Family Group

Staff - Union

Department

Project Management | Department of Medical Genetics | Faculty of Medicine

Compensation Range

$4,576.00 - $4,808.00 CAD Monthly

Job End Date

Ongoing

Posting End Date

November 11, 2026

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

This position is part-time with 0.8 FTE, equivalent to 28 hours per week. Please note that the posted salary range is not prorated to reflect this reduced FTE.

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 Educational Coordinator provides administrative and coordination support for academic training programs within the Department of Medical Genetics. The role supports program operations by coordinating scheduling, admissions, communications, and learner-related processes, while assisting program leadership, committees, learners, faculty, and external partners. The incumbent is responsible for maintaining program systems, documentation, and workflows, supporting evaluation and reporting activities, and ensuring the effective delivery of day-to-day academic and administrative functions.

Organizational Status
Reports to the Project Manager. Works closely with the Education Program Leadership who provide day-to-day direction and assign tasks as required and may also receive assignments from the Director of Administration. As a key administrative support in the Department of Medical Genetics, the Educational Coordinator works closely with faculty, employees, students and internal/external visitors. Liaises with other departments in the Faculty of Medicine and with external organizations.

The Department of Medical Genetics’ Administration Office is located in the Children’s & Women’s Hospital campus. This position may require the flexibility to work outside regular hours to support meetings or events when needed.

Work Performed

Program Administration & Operational Coordination

• Ensures smooth day-to-day operation of academic programs using standard operating procedures
• Anticipates, organizes, and coordinates administrative tasks across program activities
• Supports overall program functioning through structured workflow systems and tracking tools
• Collaborates with the Department's various education program administrative personnel in support of the Department of Medical Genetics' academic mission, including providing coverage and assistance as needed to ensure continuity of education program operations.
• Occasionally provides leave coverage and assistance to departmental administrative personnel as needed.

Policy, Process, and Student/Learner Support

• Provides information and guidance on institutional policies, procedures, and program requirements
• Assists students/learners in resolving academic or administrative issues by researching systems and processes
• Acts as a primary resource for learners, applicants, and stakeholders

Communications & Inquiry Management

• Responds to complex written, verbal, and electronic inquiries from applicants, learners, faculty, and external institutions
• Provides accurate, detailed program information and guidance across multiple stakeholder groups

Committee and Governance Support

• Supports program committees (advisory, curriculum, or director-led)
• Prepares agendas, meeting materials, and documentation
• Records, edits, and distributes meeting minutes and follows up on action items

Scheduling, Timetabling, and Academic Coordination

• Coordinates academic schedules, timetables, examinations, and curriculum-related activities
• Organizes learner rotations, clinical placements, electives, and scheduling across multiple sites, departments, and programs
• Coordinates facilities, room bookings, and resources for academic activities, workshops, examinations, and training sessions

Admissions, Applications, and Selection Processes

• Coordinates application, recruitment, and selection processes for residents, fellows, and visiting learners
• Organizes application reviews, interview scheduling, and selection activities in collaboration with Program Directors and relevant stakeholders
• Coordinates applicant communications and maintains associated application records and documentation
• Liaises with internal and external stakeholders to facilitate application, recruitment, and appointment processes

Learner Placement, Onboarding, and Training Logistics

• Coordinates onboarding, registration, orientation, and placement arrangements for residents, fellows, medical students, and visiting learners
• Coordinates required documentation, administrative requirements, and scheduling associated with learner placements and clinical training
• Coordinates learner access to departmental resources, facilities, and equipment, including orientation and departure arrangements

Evaluation, Feedback, and Quality Improvement

• Coordinates the collection, compilation, and summarization of learner, course, and program evaluations
• Administers evaluation processes for learners, faculty, and educational programs
• Supports accreditation reporting, program evaluation, and continuous improvement initiatives

Data, Systems, and Administrative Platforms

• Uses and maintains relevant academic, educational, and administrative systems and platforms
• Enters, updates, organizes, and maintains program data, databases, and records
• Ensures the accuracy, consistency, and integrity of electronic and paper-based program records

Documentation, Web Content, and Materials Management

• Maintains and updates program websites, online content, and educational resources
• Develops, revises, and maintains program documentation, forms, correspondence, and orientation materials
• Prepares and coordinates educational, administrative, and communication materials, including newsletters, presentations, reports, and program resources

Resource, Facilities, and Equipment Coordination

• Coordinates access to facilities, equipment, rooms, and other resources required for educational activities.
• Coordinates equipment maintenance and troubleshooting through appropriate departmental channels.
• Coordinates logistical requirements, including supplies, access arrangements, and learning environments.

Financial and Expense Administration

• Coordinates and follows up on program-related expenses, including travel, research, professional development, and educational events
• Ensures appropriate expense documentation and compliance with applicable departmental and university procedures

Clinical Faculty Teaching Tracking and Administration

• Coordinates the collection, submission, and maintenance of clinical faculty teaching activity information through applicable teaching tracking and reporting systems
• Liaises with clinical faculty, Program Directors, and relevant stakeholders to verify teaching activities and resolve discrepancies
• Monitors teaching activity records and ensures submissions are completed accurately and within established timelines
• Provides administrative support for clinical faculty teaching records and associated reporting and payment processes

Accreditation and Reporting Support

• Coordinates and maintains documentation required for program accreditation and reporting
• Collects, organizes, and maintains data required for institutional, program, and external review processes
• Supports the preparation of reports, submissions, and supporting materials for accreditation and program reviews

Continuous Program Improvement and SOP Maintenance

• Develops, maintains, and updates Standard Operating Procedures and related documentation for program functions
• Identifies and supports improvements to administrative and academic processes
• Implements procedural updates and improvements in collaboration with program leadership

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 Programs, Postgraduate Programs, 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

Reports to the Project Manager and works under the direction of the Education Program leadership, while also working independently with minimal supervision.

Consults with the Education Program Leadership and Director of Administration on matters that are complex, non-routine, or policy related, particularly those requiring interpretation, escalation, or deviation from established procedures, and may recommend solutions and implement approved actions as appropriate.

Exercises judgment and initiative in organizing, prioritizing, and carrying out work within broadly established procedures, practices, and program guidelines. Determines appropriate methods for completing both recurring and non-routine tasks and exercises discretion in interpreting University, Hospital, Departmental, and Program policies and procedures. Work involves a broad range of responsibilities with limited opportunity for standardized solutions and is performed with a high degree of independence.

Supervision Given
None.

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 UBC Workday 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, HSPNet, RMS, CARMS, Wordpress, TRes, Canvas, eVision, , Qualtrics, Doodle Poll, Elentra.