Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Ongoing
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.
Job Description
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 Summary
The UBC Department of Medical Genetics seeks to be an inspiring and productive community of scholars; an outstanding provider of knowledge, technical expertise, and compassionate care for our patients; contributors to the scientific advance of our discipline; and a credible and respected source of information and advice to society at large. While focusing on areas of genetic medicine that we deem to be particularly important, we view diversity of approach and techniques to be an essential strength of our Department.
We acknowledge that the University of British Columbia Faculty of Medicine and its distributed programs, which include four university academic campuses, are located on traditional, ancestral and unceded territories of Indigenous peoples around the province.
The 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 Status
Reports to the HR 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 Performed
Program Administration & Operational Coordination
Ensures smooth day-to-day operation of academic programs using standard operating procedures
Anticipates, organizes, and coordinates administrative tasks across program activities
Supports overall program functioning through structured workflow systems and tracking tools
Collaborates 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 Support
Provides information and guidance on institutional policies, procedures, and program requirements
Assists students/learners in resolving academic or administrative issues by researching systems and processes
Acts as a primary resource for learners, applicants, and stakeholders
Communications & Inquiry Management
Responds to complex written, verbal, and electronic inquiries from applicants, learners, faculty, and external institutions
Provides accurate, detailed program information and guidance across multiple stakeholder groups
Committee and Governance Support
Supports program committees (advisory, curriculum, or director-led)
Prepares agendas, meeting materials, and documentation
Records, edits, and distributes meeting minutes and follows up on action items
Scheduling, Timetabling, and Academic Coordination
Coordinates course schedules, timetables, exams, and academic calendars
Organizes learner rotations, placements, and scheduling across multiple sites and departments
Books rooms and coordinates facilities for academic and training activities
Admissions, Applications, and Selection Processes
Manages application processes for learners and applicants
Coordinates admissions review, interview scheduling, and selection processes
Communicates outcomes (acceptance/rejection) and manages supporting documentation
Liaises with internal and external stakeholders involved in admissions systems
Learner Placement, Onboarding, and Training Logistics
Coordinates onboarding, registration, and placement logistics for learners
Ensures completion of required documentation, compliance, and scheduling across training sites
Assigns resources (e.g., rooms, access, keys) and ensures proper orientation and departure procedures
Evaluation, Feedback, and Quality Improvement
Collects, compiles, and summarizes learner and course evaluations
Manages evaluation systems for programs, learners, and faculty
Supports accreditation reporting and program evaluation processes
Data, Systems, and Administrative Platforms
Uses and maintains multiple academic and administrative systems (e.g., Workday, Canvas, One45, HSPNet, etc.)
Enters, updates, and maintains program data, databases, and records
Ensures accuracy and consistency of digital and paper-based records
Documentation, Web Content, and Materials Management
Maintains and updates program websites and online content
Creates, revises, and manages program documents, forms, and orientation materials
Prepares educational, administrative, and communications materials (e.g., newsletters, guides, presentations)
Resource, Facilities, and Equipment Coordination
Coordinates access to rooms, equipment, and learning spaces
Ensures maintenance and troubleshooting of equipment through appropriate channels
Manages logistical supports such as supplies, keys, and learning environments
Financial and Expense Administration
Processes, reconciles, and follows up on program-related expenses (travel, research, professional development, events)
Ensures appropriate documentation and alignment with institutional policies
Accreditation and Reporting Support
Assists with accreditation documentation and reporting requirements
Collects and organizes data required for institutional, program, or external review processes
Supports preparation of reports and supporting materials for accreditation bodies
Continuous Program Improvement & SOP Maintenance
Develops and maintains standard operating procedures for program functions
Supports updates and improvements to administrative and academic processes
Implements procedural refinements under direction of program leadership
Consequence of Error/Judgement
Duties 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 Received
Reports to the HR 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 Given
None.
Minimum Qualifications
High 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 inclusion
Preferred Qualifications
Experience 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.