Education Coordinator

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Sr Program Asst-Med Ed (Gr9)

Job Title

Education Coordinator

Department

Program and Learning Development | Department of Family Practice | Faculty of Medicine

Compensation Range

$4,959.00 - $5,532.00 CAD Monthly

Posting End Date

July 5, 2025

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

The Family Practice residency program at UBC is the largest in Canada. It is also the largest postgraduate program within the Faculty of Medicine and the most distributed, with training sites and clinics located across the province of B.C. The Family Practice Postgraduate Education Coordinator provides diversified administrative assistance in the central Family Practice office while also supporting distributed postgraduate training. As such, it requires a broad and extensive knowledge relating to the residency program and departmental operations, nuances at each training site, Dean’s Office (Postgraduate Medical Education - PGME) policies, and central UBC protocols. The incumbent is responsible for the planning and support of several Family Practice Postgraduate Program processes, courses, committees, events, and administrative learner management. The Education Coordinator therefore plays a key role in supporting and providing guidance to administrators, faculty, and residents across the province as well as residency applicants from around the globe.

The primary responsibilities of the Education Coordinator in the Family Practice Residency Program are to coordinate the operations of the admissions/selection process of learners into the program, coordinate and oversee the delivery of clinical skills courses, process resident reimbursements and faculty teaching payments, and facilitate communications between the residents throughout their academic life cycle.

The Education Coordinator is required to work closely and collaboratively with administrative staff in training sites across the province. The Education Coordinator must have a broad and extensive knowledge of the organization and operation of the Residency Programs as it relates to the distributed sites, the Faculty of Medicine, and the University. The incumbent must also be knowledgeable of the UBC central processes.

Organizational Status

The Education Coordinator reports to the Learning and Program Development Manager. Interacts with: Family Practice faculty, staff, 400+ Residents, the Postgraduate Medical Education Dean’s Office, various governing bodies, and UBC central services offices. Works closely with the Resident Selection Director, ALARM Directors, CARMS and PGME in relation to Resident Selection.

Work Performed

Across all Portfolios:
- Establishes timelines and processes for the resident assessment and record management. Ensures all deadlines for the various processes are met.- Monitors site compliance with processes, policy and deadlines.- Responsible for efficient and timely communication to residents, faculty, administrators- Takes initiative, problem-solves, determines course of action, and responsible for follow-through.

Resident Selection:
- Process Coordination-
- Updates and maintains the CaRMS and UBC program websites with accurate information.- Applicant File Management- Acts as the main contact for multiple digital platforms used in file review and interview process.- Oversees and tracks applicant data, producing summary statistics.- Oversees file distribution to reviewers, tracks review completion, and compiles applicant scores.- Ensures adherence to UBC file record management policy.- Stakeholder Support- Provides administrative and logístical support to the Resident Selection Committee, including scheduling monthly meetings, preparing agendas, taking minutes, and maintaining accurate records.- Serves as the main point of contact for applicants, faculty reviewers, and interviewers, responding to queries and providing timely information throughout the CaRMS process.- Interview Coordination-
- Coordinates and monitors the smooth delivery of interviews, including on-site support.- Evaluation and Reporting-
- Analyzes and synthesizes survey results, presenting findings to stakeholders to inform continuous quality improvements to the selection process.

Course Coordination:
- Course Planning- Coordinates six ALARM (Advances in Labour and Risk Management) courses annually across Vancouver, Kelowna, and Victoria, in collaboration with the Society of Obstetricians and Gynecologists of Canada (SOGC).- Confirms and schedules course d