Coordinator, Career Planning

Responsible for the implementation and the on-going continuous improvement of initiatives supporting Career Planning and Wellbeing portfolio for students in the MD Undergraduate Program (MDUP). Supports the Career Planning and Advising Manager and MDUP Student Affairs faculty leadership from ideation to evaluation of all Career Planning and Wellbeing initiatives in support of MDUP accreditation requirements and to meet identified student needs. Responsible for the implementation of comprehensive career planning and wellbeing initiatives across all regional distributed sites within the MDUP. Liaises and works in close collaboration with the Student Affairs Coordinators at the regional distributed sites: Vancouver-Fraser Medical Program (VFMP), Island Medical Program (IMP), Northern Medical Program (NMP), the Southern Medical Program (SMP), as well as the Fraser Medical Cohort (FMC). Develops and maintains strong relationships with physician community, student leadership, and support resources across the University of British Columbia (UBC), University of British Columbia-Okanagan (UBCO), University of Victoria (UVic), and the University of Northern British Columbia (UNBC), and externally. Fosters and maintains relationships with physician and resident doctor constituencies to enhance mentorship and career planning opportunities for students. A high degree of student and preceptor interaction, occasionally of a confidential nature, is required.

The position is based out of Gordon and Leslie Diamond Health Care Centre (DHCC). Occasional travel to UBC Vancouver and within the Lower Mainland may be required to support MDUP Student Affairs events at other UBC sites.

This position has the option of a hybrid work arrangement.

Organizational Status

This position reports to the Career Planning and Advising Manager, Student Affairs and works closely with and takes direction from the Associate Director, Student Affairs and faculty leadership which includes the Associate Dean, Student Affairs, Assistant Deans, Student Affairs, Director, Career Planning, and the Faculty Lead, Career Planning and Wellbeing Program. Works closely and effectively with the Student Affairs Coordinators and the Administrative Assistant, Student Affairs. Communicates and works effectively with faculty, staff and students, individuals and departments throughout the UBC campus and its communities, as well as with preceptors, mentors, mentees, volunteers and student leaderships involved in Student Affairs programming. Liaises with representatives of other external organizations as required.

Work Performed

• Assumes day-to-day responsibility for the effective and impactful coordination of all programs, activities, and resources related to Career Planning and Wellbeing; receives direction from the Career Planning and Advising Manager, Director, Career Planning and the Associate Dean, Student Affairs and supports faculty-led presentations and events.
• Liaises with the Canadian Resident Matching System (CaRMS) and stakeholders across the MDUP to ensure accurate and timely information related to the residency matching process is conveyed to students; partners with MDUP colleagues to facilitate information and practice interview sessions.
• Updates and maintains online resources to ensure information is relevant, accurate, organized, and responsive to student needs. Independently monitors best practices in post-secondary to ensure programming is current and responsive to student needs. Meets with students and student leadership in various forums (including but not limited to: advisory councils, focus groups, student leadership meetings, and student forums) to gather and act on feedback to optimize value of Student Affairs websites and digital resources. This may include developing new or modifying existing events, enhancing virtual and physical informational resources, or advocating for changes to policies or procedures that will benefit the student experience.
• In partnership with faculty, staff, and student leadership, generates and prioritizes potential initiatives to meet evolving student needs and existing internal and external accreditation requirements; recommends action on activities with highest potential return on investment of financial and human resources.
• Develops and maintains strong relationships with the MDUP student leadership and various groups, including but not limited to the Wellness Initiative Network, Mental Illness Network for Destigmatization, and the Medical Undergraduate Society. Engages with these groups to gather feedback on the student experience, collaboratively develop responses to existing and emerging student needs, and effectively communicate resources and initiatives to the MDUP student body.
• Participates in and provides updates to the Student Affairs Advisory Committee (StAAC) and other working groups / committees as needed.
• Manages the Mentorship Program for VFMP and FMC students, as well as the provincial 1-on-1 mentorship program, promoting efficient organization of groups and responsive engagement between mentors and mentees.
• Responds to student needs and provides advice to students on a wide variety of issues including university student support services and community support services and refers to Student Affairs Assistant Deans and Career Planning faculty as appropriate.
• Contributes to the development and implementation of comprehensive program assessment plans.
• Researches, synthesizes and complies information from a variety of sources into reports and summaries to be used by MDUP Student Affairs leadership and for the Career Planning and Advising Manager.
• Researches and provides background material for strategic planning meetings related to the Career Planning and Wellbeing portfolio and other key councils/working groups, using knowledge of UBC and MDUP policies, accreditation standards, procedures and best practices; develops agendas and prepares appropriate materials and presentations; attends meetings as required; ensures follow up actions are completed.
• Ensures a student-focused environment of the Career Planning and Wellbeing portfolio within the MDUP Student Affairs and the efficient administration of all associated activities.
• Responsible for the records retention management system for the Career Planning and Wellbeing portfolio within MDUP Student Affairs in compliance with the Faculty and University's records retention management system. Promotes records management best practices to other members within the team and within the MDUP.
• Willingness to seek to understand and be respectful of diverse perspectives and to support program efforts to reduce barriers to student participation, such as faced by historically and systemically marginalized students.
• Performs other related duties as necessary in keeping with the qualifications and requirements of this position.

Consequence of Error/Judgement

Expected to function in a team setting with a degree of autonomy in regular decision-making; unusual issues brought to the attention of the Career Planning and Advising Manager, Student Affairs. Position requires the analysis of varying problems as well as judgment to identify solutions not always easily found. Error in judgment and decision-making could have repercussions for faculty, staff, students, the general public, the image of the MDUP and the University resulting in legal action, negative public relations, financial costs, and loss of credibility. Responsible for building an effective sense of partnership and sense of community for the students and members of each of the communities. Policies and procedures must be applied consistently or student appeals may result. Accuracy in documentation and student records is essential. Tact, diplomacy and excellent interpersonal skills are key to positive outcomes.

Supervision Received

Reports to the Career Planning and Advising Manager, Student Affairs. Advice and direction provided by the Associate Dean, Student Affairs, Student Affairs faculty, and the Associate Director, Student Affairs. Expected to work with a minimum level of supervision and apply knowledge of procedures, guidelines and regulations. Resolves conflict as it arises.

Supervision Given

None.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of one to two 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 working in a University or large complex organization preferred. Proven ability to interact positively with faculty, staff, students, external organizations, and members of the public. Knowledge of student issues and familiarity with best practices in career planning and student wellness. Ability to analyze problems, identify key information and issues to make thoughtful, informed, and thorough decisions. Planning experience, especially in planning of events/projects. Demonstrated ability to exercise a high level of attention to detail, tact and discretion when working with information of a confidential and/or sensitive nature in dealing with various levels of senior administration and external agencies. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to mentor and coach staff, establish standards and goals, evaluate performance, provide feedback and take corrective action as required. Ability to communicate effectively, verbally and in writing. Ability to work effectively independently and in a team environment. Intermediate to advanced user of Microsoft Office programs (Outlook, Word, Excel, PowerPoint) and web browsers. Ability to work after regular hours on occasion as needed.