Senior Program Coordinator/ Administrative Coordinator

ubc; Vancouver; On-site; CAD 53,000 - 57,000; Full time

Job summary

University of British Columbia (UBC) in Vancouver seeks a Senior Program Coordinator/Administrative Coordinator for the Radiology department. This is a 1 FTE leave replacement role within the Department of Radiology, Faculty of Medicine.

The position supports the Program Operations and Conference Manager and liaises with faculty, residency staff, and guests. The role includes managing Grand Rounds, CPD credit processing, event coordination, and website updates, with a focus on timely

Qualifications

• Experience coordinating academic conferences or medical seminars.
• Ability to manage complex scheduling and CPD records.
• Strong communication with faculty and staff.

Responsibilities

• Manage Grand Rounds and Visiting Professor Program in collaboration with Program Manager and department leadership.
• Prepare Grand Rounds evaluations and CPD credit summaries for faculty.
• Promote UBC Radiology Grand Rounds through newsletters and interdepartmental channels.
• Coordinate video conferences and in-person lectures with UBC Digital Solutions; act as moderator during sessions.
• Update the department website with Grand Rounds videos and related content.
• Ensure CPD accreditation compliance and maintain CPD records for audits.
• Arrange Visiting Professors' travel, accommodation, and related logistics.
• Coordinate planning and administration of events and conferences (e.g., Vancouver Imaging Review, AI Symposium).

Job description

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr8)

Job Title

Senior Program Coordinator/ Administrative Coordinator

Department

Program Operations Conference Management | Department of Radiology | Faculty of Medicine

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

August 27, 2026

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

Job End Date

April 21, 2028

Job Description - Senior Program/Administrative Coordinator, Grade 8

This is a leave replacement for a fixed term duration.

This is a leave replacement for a fixed term duration.

The position is a 1 FTE (35 hours/week).

Job Summary

The Department of Radiology consists of 277 dedicated faculty members including: 16 full-time/part-time, 234 clinical, 11 emeritus/honorary members and 16 associate members. The Department members are mostly in Vancouver but also include members in North Vancouver, Fraser Valley, Victoria, Prince George, and the Okanagan. The Department Office consists of 3 managers. 1 fellowship coordinator, and 7 program and admin support staff.

Diversity is a core value at University of British Columbia and in the Department of Radiology. The Department members are committed to building and sustaining an inclusive and equitable working and learning environment for all students, staff, and faculty.

The Senior Program Coordinator/ Administrative Coordinator provides a wide range of administrative and financial support varying in complexity to the faculty and Program Operations and Conference Manager of the Department of Radiology. The incumbent acts as the frontline resource person for inquiries, actively communicating and liaising tactfully and effectively with a wide-range of department members, invited guests and members of the public.

Responsibilities include: Weekly Grand Rounds including Visiting Professors, Initiating and processing of complex financial transactions for the academic administrative division; events and other administrative tasks such as coordinating meetings, taking minutes, responsible for the administration record management of the department's evaluation, faculty databases, electronic files and website updates for the academic administration.

This is a fast-paced, demanding yet challenging position with a variety of administrative components requiring timely decision making, prioritization, pro-active planning and multitasking.

Organizational Status

Works with the Academic Administration team and reports directly to the Programs Operations and Conference Manager

Work Performed

Senior Program/Administration

• Manage s independently the complex weekly Grand Rounds/Visiting Professor Program in collaboration with the Program Manager, the Vice Chair CME, Conferences & Grand Rounds and Head of the Department. Proactively develops the master schedule and distributes weekly e-notices, ensuring timely communication of changes or cancellations. Acts as single point of contact with faculty, residency staff, and guest lecturers in delivering UBC Radiology grand rounds program.
• Prepares Grand Rounds evaluations report to presenting faculty and provides each faculty member with their CPD credit summary annually.
• Responsible of promotion of UBC Radiology Grand Rounds through newsletters, social media and interdepartmental communication.
• Coordinates all video conferences and in-person lectures in collaboration with UBC Digital Solutions, ensuring smooth technical setup and resolving issues as they arise. Serves as the administrative moderator during both Zoom and in-person sessions.
• Coordinates and assists with technical inquiries for in-person/hybrid conferences with hands‑on sessions.
• Responds to all inquiries regarding Grand Rounds.
• Updates departmental website with all Grand Rounds videos and performs other website updates in order to keep the website up-to-date.
• Ensures compliance with the Royal College of Physicians and Surgeons of Canada's Maintenance of Certification Program for Radiology and Nuclear Medicine Grand Rounds. Maintains CPD credit records for audit purposes.
• Manages Visiting Professors' visits, coordinates travel, accommodation, catering, and liaising with the Residency Program.
• Oversees the creation of the department's weekly and mid year/year end e-newsletters. Proof reads and ensures accuracy and completeness.
• Coordinates the planning and administration of events such as conferences (e.g., Vancouver Imaging Review, MSK Whistler), Wellness Initiatives, EDI programs, Summer BBQs, and the Vancouver Summer Program, AI Symposium etc. Responsibilities include assistance in the CPD accreditation process, event promotion, flyer creation, website updates, evaluations, certificates, and document filing per UBC standards.
• Coordinates committee meetings: prepares agendas, books rooms