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Education Systems Coordinator
The University of British Columbia
Vancouver, CAN
Full Time
Mid
6 days ago
Data ManagementProject CoordinationTrainingMS Office SuiteQualtricsCommunication
Free
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Data ManagementProject CoordinationTraining
About the Role
UBC Faculty of Medicine is seeking an Education Systems Coordinator to oversee rotation management and system access for the MD Undergraduate and Postgraduate Medical Education programs.
Key Skills for This Role
Data ManagementProject CoordinationTrainingMS Office SuiteQualtricsCommunication
Responsibilities
- Responsible for centralized administration of rotation data management across PGME and MDUP programs
- Manages and provides training to new users for the Qualtrics based tool
- Primary contact for support requests relating to rotation data management
- Provides advice and guidance to PGME programs for best practices in rotation data management
- Troubleshoots issues and triages support requests
- Manages communication announcements and updates related to rotation data management
- Conducts analysis and identifies potential process enhancements
- Serves as primary point of contact for rotation data reporting to Health Authorities for PGME
- Manages and oversees user based system testing in partnership with Digital Solutions team
- Responsible for development, documentation, and implementation of SOPs and data management practices
- Responsible for Education Administrative scheduling system account and access management
- Plans, coordinates and supports multiple concurrent projects
Requirements
- Undergraduate degree in a relevant discipline
- Minimum of two years of related experience, or equivalent combination of education and experience
- Willingness to respect diverse perspectives
- Demonstrates a commitment to enhancing awareness, knowledge, and skills related to equity, diversity, and inclusion
- Experience working in an academic or postsecondary institution is an asset
- Experience coordinating initiatives or process improvement
- Ability to use effective communication and collaboration skills
- Ability to effectively use MS Office Suite at an intermediate level
- Ability to analyze problems and resolve effectively
- Ability to learn new technology and promote use of new tools
- Ability to exercise tact and discretion
- Ability to train others
Full Job Posting
Job Summary
- The Education Systems Coordinator is responsible for overseeing the day to day operational and administrative functions of rotation management within the MD Undergraduate Program (MDUP) and Postgraduate Medical Education (PGME) program.
- This position manages system access and critical operational reporting across all levels of the organization.
- This role ensures the integrity, accuracy, and appropriate use of rotation and scheduling data through standardized processes, robust governance, and collaboration with systems and technical teams.
- This role also leads process improvements and minor projects, providing change management, communication, training, and documentation.
Work Performed
- Responsible for the centralized administration function of rotation data management across PGME and MDUP programs.
- Manages and provides training to new users for the Qualtrics based tool to align program rotations with scheduling guidelines.
- Primary contact for support requests relating to rotation data management across PGME programs.
- Provides advice and guidance to PGME programs to support best practices in rotation data management.
- Responsible for troubleshooting issues and triaging support requests for rotation data management.
- Manages communication announcements, updates and changes related to the rotation data management processes.
- Conducts analysis and identifies potential process enhancements.
- Provides input to and recommendations for changes to other administrative systems.
- Serves as the primary point of contact for rotation data reporting to Health Authorities for PGME.
- Manages and oversees the user‑based system testing in partnership with the Digital Solutions team.
- Responsible for the development, documentation, and implementation of standard operating procedures (SOPs) and data management practices.
- Responsible for the Education Administrative scheduling system account and access management across both education programs.
Project Coordination
- Responsible for planning, coordinating and supporting multiple concurrent projects in collaboration with the Education Systems and Projects Manager.
- Plans projects by defining scope of work and deliverables.
- In collaboration with the Education Systems and Projects Manager, responsible for managing the implementation of major Education Systems projects.
- Works closely with the Education Systems and Projects Manager in supporting compliance with applicable privacy, security, and data governance policies.
- Leads additional minor projects and initiatives within the Education Systems Team.
- Works collaboratively with the unit and provides cross coverage, as required.
- Performs other education administrative system duties, as required.
Minimum Qualifications
- Undergraduate degree in a relevant discipline.
- Minimum of two years of related experience, or the 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 an academic or postsecondary institution is an asset.
- Experience coordinating initiatives or process improvement and supporting effective change through clear communication and engagement.
- Ability to use effective communication and collaboration skills in both informal and formal settings, including group facilitation and training.
- Ability to effectively use MS Office Suite at an intermediate level e.g., Outlook, MS Word, MS Excel.
- Ability to effectively resolve client complaints in a calm, non confrontational manner.
- Ability to analyze problems, identify key information and issues, and effectively resolve.
- Ability to learn new technology and promote the use of new tools and techniques to a wide user community.
- Ability to exercise tact and discretion.
- Ability to identify and correct missing and incomplete data.
- Ability to train others.
- Ability to prioritize and work effectively under pressure to meet deadlines.
Compensation Range
- CAD 5,964.75 CAD 8,573.08 CAD Monthly
Job End Date
- Ongoing
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