Educational Coordinator

UBC; Vancouver; On-site; CAD 51,000 - 54,000; Part time

Job summary

UBC in Vancouver is seeking an Educational Coordinator to provide administrative and coordination support for academic training programs within the Department of Medical Genetics. You will handle scheduling, admissions, communications, and learner processes, maintain program systems, and support evaluation, reporting, and day-to-day operations. This role involves collaboration with faculty, staff, learners, and external partners and may require flexible hours for meetings or events.

Qualifications

• High School diploma plus one year of post-secondary education and three years of related experience.
• Intermediate level in MS Word, Excel, Outlook and Internet.
• Knowledge of University policies preferred.
• Effective verbal and written communication.
• Ability to work independently and in a team.

Responsibilities

• Coordinate program administration and day-to-day operations per SOPs.
• Schedule activities, admissions, communications, and learner processes.
• Maintain program data, records, and systems for accuracy.
• Support accreditation reporting and quality improvement initiatives.
• Prepare agendas and minutes for committees.

Skills

MS Word

Excel

Outlook

Internet

Communication

Workday

Web design

Education

High school diploma

Post-secondary education

Tools

Wordpress

Canvas

eVision

TRes

Job description

Job TitleEducational CoordinatorJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Program Assistant 2 (Gr5)Job Family GroupStaff - UnionDepartmentProject Management | Department of Medical Genetics | Faculty of MedicineCompensation Range$4,576.00 - $4,808.00 CAD MonthlyJob End DateOngoingPosting End DateNovember 11, 2026Note: Applications will be accepted until 11:59 PM on the Posting End Date.This position is part-time with 0.8 FTE, equivalent to 28 hours per week. Please note that the posted salary range is not prorated to reflect this reduced FTE.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 SummaryThe Educational Coordinator provides administrative and coordination support for academic training programs within the Department of Medical Genetics. The role supports program operations by coordinating scheduling, admissions, communications, and learner-related processes, while assisting program leadership, committees, learners, faculty, and external partners. The incumbent is responsible for maintaining program systems, documentation, and workflows, supporting evaluation and reporting activities, and ensuring the effective delivery of day-to-day academic and administrative functions.Organizational StatusReports to the Project Manager. Works closely with the Education Program Leadership who provide day-to-day direction and assign tasks as required and may also receive assignments from the Director of Administration. As a key administrative support in the Department of Medical Genetics, the Educational Coordinator works closely with faculty, employees, students and internal/external visitors. Liaises with other departments in the Faculty of Medicine and with external organizations.The Department of Medical Genetics’ Administration Office is located in the Children’s & Women’s Hospital campus. This position may require the flexibility to work outside regular hours to support meetings or events when needed.Work PerformedProgram Administration & Operational CoordinationEnsures smooth day-to-day operation of academic programs using standard operating proceduresAnticipates, organizes, and coordinates administrative tasks across program activitiesSupports overall program functioning through structured workflow systems and tracking toolsCollaborates with the Department's various education program administrative personnel in support of the Department of Medical Genetics' academic mission, including providing coverage and assistance as needed to ensure continuity of education program operations.Occasionally provides leave coverage and assistance to departmental administrative personnel as needed.Policy, Process, and Student/Learner SupportProvides information and guidance on institutional policies, procedures, and program requirementsAssists students/learners in resolving academic or administrative issues by researching systems and processesActs as a primary resource for learners, applicants, and stakeholdersCommunications & Inquiry ManagementResponds to complex written, verbal, and electronic inquiries from applicants, learners, faculty, and external institutionsProvides accurate, detailed program information and guidance across multiple stakeholder groups Committee and Governance SupportSupports program committees (advisory, curriculum, or director-led)Prepares agendas, meeting materials, and documentationRecords, edits, and distributes meeting minutes and follows up on action itemsScheduling, Timetabling, and Academic CoordinationCoordinates academic schedules, timetables, examinations, and curriculum-related activitiesOrganizes learner rotations, clinical placements, electives, and scheduling across multiple sites, departments, and programsCoordinates facilities, room bookings, and resources for academic activities, workshops, examinations, and training sessionsAdmissions, Applications, and Selection ProcessesCoordinates application, recruitment, and selection processes for residents, fellows, and visiting learnersOrganizes application reviews, interview scheduling, and selection activities in collaboration with Program Directors and relevant stakeholdersCoordinates applicant communications and maintains associated application records and documentationLiaises with internal and external stakeholders to facilitate application, recruitment, and appointment processesLearner Placement, Onboarding, and Training LogisticsCoordinates onboarding, registration, orientation, and placement arrangements for residents, fellows, medical students, and visiting learnersCoordinates required documentation, administrative requirements, and scheduling associated with learner placements and clinical trainingCoordinates learner access to departmental resources, facilities, and equipment, including orientation and departure arrangementsEvaluation, Feedback, and Quality ImprovementCoordinates the collection, compilation, and summarization of learner, course, and program evaluationsAdministers evaluation processes for learners, faculty, and educational programsSupports accreditation reporting, program evaluation, and continuous improvement initiativesData, Systems, and Administrative PlatformsUses and maintains relevant academic, educational, and administrative systems and platformsEnters, updates, organizes, and maintains program data, databases, and recordsEnsures the accuracy, consistency, and integrity of electronic and paper-based program recordsDocumentation, Web Content, and Materials ManagementMaintains and updates program websites, online content, and educational resourcesDevelops, revises, and maintains program documentation, forms, correspondence, and orientation materialsPrepares and coordinates educational, administrative, and communication materials, including newsletters, presentations, reports, and program resourcesResource, Facilities, and Equipment CoordinationCoordinates access to facilities, equipment, rooms, and other resources required for educational activities.Coordinates equipment maintenance and troubleshooting through appropriate departmental channels.Coordinates logistical requirements, including supplies, access arrangements, and learning environments.Financial and Expense AdministrationCoordinates and follows up on program-related expenses, including travel, research, professional development, and educational eventsEnsures appropriate expense documentation and compliance with applicable departmental and university proceduresClinical Faculty Teaching Tracking and AdministrationCoordinates the collection, submission, and maintenance of clinical faculty teaching activity information through applicable teaching tracking and reporting systemsLiaises with clinical faculty, Program Directors, and relevant stakeholders to verify teaching activities and resolve discrepanciesMonitors teaching activity records and ensures submissions are completed accurately and within established timelinesProvides administrative support for clinical faculty teaching records and associated reporting and payment processesAccreditation and Reporting SupportCoordinates and maintains documentation required for program accreditation and reportingCollects, organizes, and maintains data required for institutional, program, and external review processesSupports the preparation of reports, submissions, and supporting materials for accreditation and program reviewsContinuous Program Improvement and SOP MaintenanceDevelops, maintains, and updates Standard Operating Procedures and related documentation for program functionsIdentifies and supports improvements to administrative and academic processesImplements procedural updates and improvements in collaboration with program leadershipConsequence of Error/JudgementDuties require confidentiality and an ability to interpret Departmental, University and Hospital guidelines, policies and procedures is essential. This position must use strong judgement, organizing and prioritizing skills to maintain a diverse and busy workload. The individual must possess a good understanding of the Graduate Programs, Postgraduate Programs, Department, UBC and the Hospital in order to appropriately handle the varied requirements of the position.The incumbent's ability to respond to enquiries from interested applicants and other educational institutions in a professional manner with factual information on the Programs, services and procedures is essential.The dissemination of financial information to incorrect departments or personnel results in a breach of confidentiality. Improper filing or archiving of information could lead to the inability to produce supporting documentation during an audit.Incorrect scheduling can result in a learner not meeting their requirements.Supervision ReceivedReports to the Project Manager and works under the direction of the Education Program leadership, while also working independently with minimal supervision.Consults with the Education Program Leadership and Director of Administration on matters that are complex, non-routine, or policy related, particularly those requiring interpretation, escalation, or deviation from established procedures, and may recommend solutions and implement approved actions as appropriate.Exercises judgment and initiative in organizing, prioritizing, and carrying out work within broadly established procedures, practices, and program guidelines. Determines appropriate methods for completing both recurring and non-routine tasks and exercises discretion in interpreting University, Hospital, Departmental, and Program policies and procedures. Work involves a broad range of responsibilities with limited opportunity for standardized solutions and is performed with a high degree of independence.Supervision GivenNone.Minimum QualificationsHigh School graduation, plus one year of post-secondary education, plus three 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 inclusionPreferred QualificationsExperience and training in secretarial, bookkeeping and office procedures and practices is an asset.Knowledge of University policies and procedures preferred.Ability to effectively use MS Word, Excel, Outlook and Internet at an intermediate level.Knowledge of UBC Workday is very important; web design experience an asset.Ability to communicate effectively verbally and in writing.Ability to deal with a diversity of people in a calm, courteous, and effective manner.Ability to perform word processing at 50 words per minute.Ability to operate the normal range of office equipment.Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English.Ability to prioritize and work effectively under pressure to meet deadlines.Ability to maintain accuracy and attention to detail.Ability to exercise tact and discretion.Ability to work effectively independently and in a team environment. Knowledge of the following is an asset: Workday, one45/WebEval, HSPNet, RMS, CARMS, Wordpress, TRes, Canvas, eVision, , Qualtrics, Doodle Poll, Elentra.