Education Coordinator

University of British Columbia - Staff; Vancouver; On-site; CAD 30,000 - 60,000; Full time

Job summary

The University of British Columbia is seeking an Education Coordinator for the Family Practice Residency Program. This role involves coordinating admissions, supporting residents, and managing clinical skills courses across B.C. A strong commitment to equity, diversity, and inclusion is essential, alongside exemplary organizational and interpersonal skills.

Benefits

Opportunity for professional development

Supportive work environment

Qualifications

• High School graduation plus two-year post-secondary diploma.
• Four years related experience or equivalent combination.
• Familiarity with CaRMS matching process considered an asset.

Responsibilities

• Coordinate the operations of the admissions/selection process.
• Facilitate communication between residents and faculty.
• Oversee the delivery of clinical skills courses.

Skills

Organizational skills

Interpersonal skills

Analytical skills

Communication

Problem-solving

Attention to detail

Education

Undergraduate degree in a relevant discipline

Two-year post-secondary diploma

Tools

MS Office Suite

Job description

Staff - Union

Job Category CUPE 2950 Job ProfileCUPE 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 12, 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:

CaRMS is a national match which determines the school and discipline where medical students will be accepted for their postgraduate training. For Family Practice Residency Program, we receive over 1000 applications to our distributed training sites. The Education Coordinator must be familiar with the CaRMS selection process and the UBC selection criteria and policy. The incumbent manages the application and interview process by:

• Process Coordination

  • Oversees the end-to-end CaRMS application and interview cycle, setting timelines, priorities, and resolving administrative issues.

  • 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 logistical 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

  • Develops and coordinates a comprehensive interview schedule in alignment with national CaRMS timelines, considering interviewer and candidate availability.

  • Coordinates and monitors the smooth delivery of interviews, including on-site support.

• Evaluation and Reporting

  • Develops and distributes post-interview feedback surveys for both candidates and faculty.

  • 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 dates.

  • Coordinates resident scheduling across Family Practice R1s, Obstetrics R1s, and Midwifery students by liaising with training sites and faculty leads.

  • Tracks completion of course pre-requisites, including review of the ALARM manual and online exams.

• Logistics and Coordination

  • Secures room bookings for ALARM Courses in Vancouver, Kelowna, and Victoria.

  • Arranges instructor accommodations.

  • Liaises with SOGC regarding instructor recruitment.

  • Coordinates and places catering orders for each course.

  • Maintains course materials’ inventory throughout the year and prior to each course. Arranges for repairs and purchases as required.

• On-site Course Delivery

  • Oversees the smooth delivery of each ALARM course, including setup and takedown of equipment and workshop stations.

  • Acts as the on-site coordinator during course weekends, supporting instructors and ensuring operational needs are met throughout the event.

Financial Processing:

• Responsible for processing and approval of resident reimbursements via MedNet Resident Reimbursement platform in accordance with PGME and Program policies

• Responds to inquiries regarding details and status of remuneration, investigate payment irregularities.

• Works with the finance team to make recommendation for policy revisions and changes.

• Follows-up with site administrators for incomplete and/or outstanding submissions.

Other Duties:

• Acts as a back-up and overflow support for all other initiatives in the program.

• Other duties and projects as needed

Consequence of Error/Judgement

The Education Coordinator is responsible for large quantities of confidential information and is expected to maintain discretion and confidentiality at all times. Large volumes of confidential data exist in the Resident Database and CaRMS database. Errors in judgment during CaRMS process could affect negatively the selection process, and impact the outcome of the Match for applicants. Accuracy and attention to detail are of highest importance.Errors in financial processing could result in over or underpayment to residents or clinical faculty. Such errors could have financial impact on our trainees and the program’s overall budget.

Supervision Received
The Education Coordinator is expected to work independently under limited supervision. Non-routine matters are referred to the Senior Co-Managers and the Program and Learning Development Manager. The Coordinator works collaboratively with a wide range of internal and external stakeholders and is expected to maintain collegial relations with all contacts

Supervision Given
The Education Coordinator supervises and trains students or temporary staff as required during peak times and for special projects. Peak times are generally twice a year but may fluctuate depending on annual leaves and other coverage requirements.

Minimum Qualifications

High School graduation, plus 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
An undergraduate degree in a relevant discipline is desirable.Relevant Faculty of Medicine or Post-graduate medical education experience preferred. Familiarity with the CaRMS matching process and UBC postgraduate training policies is an asset. Experience with data handling, survey design, and analysis considered an asset. Strong interpersonal skills and ability to communicate effectively verbally and in writing. Excellent organizational skills, ability to manage multiple projects simultaneously with keen attention to detail. Ability to analyze problems, identify key information and issues, and effectively resolve issues. Ability to effectively use MS Office Suite. Must be highly self-motivated and be self-directed with a high degree of initiative. Must be able to thrive in a fast-paced, high volume, and dynamic environment. Ability to exercise tact and discretion when dealing with faculty and Residents. Ability to work effectively independently and in a team environment. Ability to work flexible hours when assisting with special events.