Records Specialist, Office of The Vice Dean, Education

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Administration, Level A

Job Title

Records Specialist, Office of the Vice Dean, Education

Department

Education Administrative Support | Office of Education | Faculty of Medicine

Compensation Range

$5,791.00 - $8,323.42 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 16, 2025

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

Job End Date

Ongoing
- This position is expected to be filled by _promotion/reassignment_ and is included here to inform you of its vacancy at the University._

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 Records Specialist, Office of the Vice Dean, Education (OVDE) is responsible for leading electronic records management for the OVDE within the UBC Faculty of Medicine (FoM) and ensuring adherence to UBC policies and legal/regulatory requirements, including the Freedom of Information and Protection of Act (FIPPA), information security, and UBC Records Management policy. In addition, the position provides direct supervision of the Administrative Coordinator and holds primary accountability for the FoM Curriculum Pathways portfolio. The Records Specialist is also responsible for leading, coordinating the development, management, implementation, and evaluation of a variety of one-time, annual, or ongoing projects or initiatives within the OVDE portfolio within UBC Faculty of Medicine (FoM).

The position will support a wide range of education initiatives and often will deal with highly confidential and sensitive material and matters. A high level of integrity is required in maintaining confidentiality and the incumbent must be comfortable working in areas of ambiguity, challenge, and change.

The position will be based at Djavad Mowafaghian Centre for Brain Health. The incumbent will be required to work flexible hours (some evenings and weekends) with occasional travel to other sites (e.g., Gordon and Leslie Diamond Health Care Centre) to manage project activities within the OVDE.

ORGANIZATIONAL STATUS
- Vision: Transforming Health for Everyone_

The Office of the Vice Dean, Education (OVDE) provides strategic and operational leadership and support for the Faculty of Medicine’s education portfolio. The OVDE supports education programs and service units in the FoM across the province, fostering strong partnerships to ensure educational initiatives are effective, innovative, and aligned with provincial needs.

The OVDE is responsible for multiple annual education budgets and for providing critical support and guidance to all educational programs offered within the Faculty of Medicine at all sites across British Columbia: MD Undergraduate Program (MDUP) (in partnership with the Island Medical Program (IMP) in the University of Victoria, Northern Medical Program (NMP) in the University of Northern British Columbia, and in the Southern Medical Program in the UBC Okanagan), Postgraduate Medical Education (PGME), Health Profession (HP) programs, Graduate and Postdoctoral Education, Continuing Professional Development, Faculty Development, Vancouver Summer Program, and all other educational support units that support the teaching and education delivery of the Faculty of Medicine undergraduate, graduate and postgraduate programs. Additionally, this position interacts regularly with members of the Education portfolio, the Office of the Dean, UBC Faculty of Medicine, UBC Central, and external agencies.

WORK PERFORMED

Records Management:

- Lead the development and implementation of records management frameworks, including file plans, retention schedules, metadata standards, and Electronic Document and Records Management System (EDRMS) configurations tailored to the needs of the Office of the Vice Dean, Education (OVDE); Ensure frameworks align with UBC policies, professional standards, and regulatory obligations.
- Establish and oversee systems for managing records throughout their lifecycle, both physical and digital formats, in alignment with professional standards, best practices, and UBC policies; Evaluate system effectiveness and drive continuous improvements in alignment with institutional policies and best practices.
- Manage and advis