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Curriculum Materials Coordinator Years 1-4
3 months ago
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 Description Summary
This position is responsible for overseeing the coordination of complex work processes related to the curriculum materials of all medical students and faculty at the four regional sites for Years 1-4 of the Undergraduate Medical Education Program (UGME). The curriculum materials are managed through the online learning management system, audiovisual lecture synchronization, and by overall curriculum materials management policies and procedures. They will work closely with teaching faculty and program staff to oversee the process of assigning learning materials and session objectives as well as the document retrieval system.
The incumbent acts as a conduit between MedIT, program staff, department staff, faculty and students to ensure optimal delivery of learning materials and experience and plays a key role in providing feedback to MEDIT based on user experiences. They will provide input into the revision or creation of document management practices and will be responsible for the implementation of new procedures to ensure the needs of learners, faculty and staff are met.
The multifaceted nature of this position requires that the incumbent provides exceptional prioritization, communication and judgment to ensure that the needs of all stakeholders (e.g. students, staff and faculty) are accounted for and communicated appropriately. The incumbent works independently with minimal supervision and will need to use initiative, interpretation and ingenuity to support the smooth running of the academic teaching sessions and material distribution. A high degree of professionalism and clear communication is required.
Organizational Status
Reports to the Project Manager, Systems
The incumbent will work closely with teaching faculty and program staff to collect and direct learning materials and session objectives to the LMS as well as to coordination and distribute weekly updates/resources. The incumbent will also work closely with the Digital Solutions Resource Coordination team to provide information for the scripting of teaching sessions in support of the distributed UGME.
The incumbent will be required to liaise and work effectively with a wide variety of internal and external stakeholders in all distributed medical undergraduate sites including the IMP, NMP, SMP and VFMP and Department Administration teams.
Work Performed
The following tasks are all assumed for each of the four regional sites (VFMP, IMP, SMP, NMP).
Curriculum Materials
1 Coordinate the appropriate posting, release and archiving of educational/curriculum related materials into a large and complex repository within the LMS. Ensures the correct time release and quality control of each posting in relation to their respective learning activity and resolves complex issues.
2. Receives and assesses requests from program staff and faculty on preferred location of materials on the LMS. Declines or redirects requests based on the compliance with established policies, procedures, guidelines and standards and suggests alternatives where possible.
3. Ensures all relevant information is received and determine the most efficient use, to ensure final decision preserves the organizational integrity and function of the LMS.
4. Verifies the correct materials are passed over from one academic year to the next, material links are operational in time for the summer refresh process and documentation procedures are in place.
5. Oversees the quality control process of curriculum calendars in the LMS for Medical students in Years 1-4. This work is assigned to program staff, the incumbent has the responsibility for the final product.
6. Acts as the central point of contact for both students and staff relating to curriculum materials on the LMS. Triages issues involving MedIT and follows up to ensure resolution is reached.
7. Collect, Consolidate, organize and archive all learning materials on the LMS.
8. Grants access and sets boundaries for site users on the LMS, information sharing systems and other related systems. The incumbent will be in a position of significant trust and responsibility and be privy to highly confidential materials.
Advanced Room Bookings
1. Makes advance room booking requests on behalf of all distributed sites across the Province for Y1-4.
2. Works closely with Program Administrators of each course to ensure rooms, dates, times and sites involved are correctly entered before submission.
3. Must work efficiently and effectively to submit room bookings request within a short timeline.
4. Works with the MedIT Resource Coordination team and Program Administrators to help resolve any room booking conflicts.
Sessional Scripting and Recording
Scripting is a complex account using technical language that outlines real time technical actions required to be implemented by the AV technicians to ensure a lecture/lab is delivered seamlessly. Scripts are often detailed and must be extremely accurate. The following scripting tasks will be performed:
1. Coordinates the accurate entry of sessional scripts into Resource Scheduler for Years 1-4 academic teaching sessions requiring technical support at all regional sites.
2. Performs quality control of sessional scripting for technicians at all regional sites to ensure accuracy and reliability of data entered.
3. Collaborates with the MedIT team and administrators at all sites, Course Directors and instructors to ensure that materials are disseminated according to instructions and that sessions are supported and scripted appropriately.
4. Coordinates with MedIT to create recordings of sessional material (as indicated via recording requests), including naming sessional recordings, attaching relevant metadata and releasing recordings to correct course groups within 24 hours of session taking place.
5. Coordinates with Program Staff and Faculty to ensure sessional information that was not recorded is documented as such and communicates this information to MD students within 24 hours of the session taking place.
Training and Continuous Improvement Approach
1. Provides standardized training to program staff on the use of relevant systems, policies, procedures, guidelines and standards as it relates to the curriculum materials coordinators workflow. Training is provided provincially on an ongoing basis and as needed.
2. Distributes training documentation to program staff to reference prior to training.
3. Provides input into new and existing policies and processes, as it relates to the storage of curriculum materials for years 1-4 in order to raise the level of satisfaction for users (i.e. students, faculty and staff), and implements administrative procedures for program staff and faculty.
5. Generates reports based on requests by managers, course leadership, faculty or associate deans: for example, LMS content, structure, usage or scope of development.
6. Identifies and documents patterns on reoccurring issues related to management of learning materials. Assesses and develops approaches for standardized processes and issues resolution. Resolves complex and sensitive issues on a regular basis.
7. Distribute communications to Program Staff at all sites regarding educational materials required for students.
8. Collaborates with UGME team members on a constant basis to ensure that coverage for overflow tasks is consistent and that tasks are completed in an efficient manner.
4. Attend and participate in various meetings that relate to the role.
Other Duties
1. Attends course and team meetings and other related meetings as appropriate.
2. Updates the job manual for the position.
3. Participates in the invigilation of mid-term and end of term examinations.
4. Performs other related duties as necessary in keeping with the qualifications and requirements of the job.
Consequence of Error/Judgement
Exercises independent judgment in selecting and interpreting information, and reconciling deviations from standard methods. Errors in judgment or ineffective communication will compromise the ability of UGME to operate effectively, thereby affecting the quality of the program and its accreditation status and could reflect negatively on the Faculty of Medicine and the University.
Supervision Received
Works independently under broad direction. Reports to the Project Manager, Systems.
Supervision Given
Provides direction to, and formally trains medical undergraduate education program staff on work procedures of a routine nature related to posting on the undergraduate Learner Management System.
Minimum Qualifications
High School graduation, plus a 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
UBC experience is preferred.
Knowledge of medical/scientific terminology preferred.
Ability to effectively use MS Office at an intermediate level. (e.g., Outlook, MS Word, MS Excel, PowerPoint).
Experience using Learning Management Systems i.e Blackboard, Web site maintenance, SharePoint is an asset.
Effective oral and written communication, interpersonal and organizational skills. Ability to type 55 w.p.m. and to operate a normal range of office equipment.
Ability to maintain accuracy and attention to detail. Ability to take and transcribe minutes. Ability to work both independently and within a team environment. Ability to communicate in a clear, attentive, and professional manner.
Ability to communicate with diverse groups of people both in person and over written communication.
Ability to exercise tact and discretion.
Ability to identify and correct missing and incomplete data.
Ability to make thoughtful, informed, and thorough decisions.
Ability to exercise sound judgment. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to efficiently and effectively coordinate tasks. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to determine the nature and urgency of inquiries and issues, and triage appropriately.
