Program Coordinator

Job Summary

The University Of British Columbia Faculty Of Medicine s Division of Continuing Professional Development (UBC CPD) strives to meet the continuing education and professional learning needs of practicing physicians in BC and beyond. The UBC CPD Program Coordinator is a key member of the UBC CPD education team. As such the incumbent contributes their creativity, project coordination and relationship building skills as well as their educational expertise to growing the education and innovation capacity of the Division. The incumbent works under the direction of the UBC CPD Project Managers. The incumbent assists the organization in seeing and facilitating new opportunities for the UBC CPD Program portfolio and other CPD initiatives and fosters partnerships with organizations concerned with medical practice and practice improvement. In addition, the incumbent is responsible for developing plans to identify learning needs for practitioners and to create programs to meet these educational needs using current as well as new and innovative methods of delivery.

Organizational Status
The Program Coordinator reports to the UBC CPD Project Manager. Some direction is taken from the Director of UBC CPD. The incumbent works in close alliance with external project partners, office personnel, other project coordinators and managers, physician associates and with the Managers of Finance-Administration and Director Conferences Services.

The position interacts with various departments on campus, administrators of campus and hospital departments, funding agencies, policy makers, health administrators, agency leads, university faculty, and leaders as well as physicians and other health professionals in practice.

Work Performed

- Collaborates with medical leads and UBC CPD Project Managers to develop program plans, educational strategies, and partnerships for meeting the specific, unique learning needs of physicians in different areas of practice and to grow the international medical graduate (IMG) programming

-Works with UBC CPD Director, Senior Managers and Project Managers, project advisors, and others to create project plans, proposals, course marketing and learning materials appropriately tailored to learners

- Oversees and coordinates the planning logistics and delivery of all program components, including scheduling, research activities, concierge services, audio-visual needs, special equipment, speaker coordination and training, event catering, and communicating with registrants of educational programming (in-person and online)

- Provides in-person and virtual, on-site support at educational events and activities in the Lower Mainland (i.e. setup room, technology and a/v, catering, support event registration), possibly outside of regular office hours

- Provides orientation and overview of programming to program/course instructors, physician leads, and other UBC CPD staff

- Develops and prepares program syllabus for learners following best practices and standards; liaise with working group or subject matter experts as needed;

- Develops and disseminates program policies and guidelines with both external and internal parties
- Responds to inquiries and requests from program participants and provides guidance and direction to help access program information and other resources to support their learning

- Ensures programming adheres to national and provincial accreditation and certification standards, where applicable;

- Assesses CPD content needs and learning styles for BC physicians in a cost effective, ongoing way, including both perceived and unperceived needs
- Implements evaluation strategies and coordinates education project evaluation activities in consultation with evaluation consultant, project manager and medical lead

- Develops and conducts surveys; perform data preparation, collection, entry and analysis (qualitative and quantitative)
- Maintains updated course inventory and flags relevant information, individuals, and details for future offerings and partnerships
- Establishes new course learning modules on UBC CPD Moodle online learning platform

- Refines and maintains project budget with input from the Project Manager

- Prioritizes and adjusts workflow based on changes to the budget, registration numbers and other variables;

- Ensures that subject matter experts, working group members, and speakers/facilitators are paid on time for project work.

- Builds understanding of medical context and develops an appreciation for key factors affecting medical practice, in particular the landscape of international medical graduate integration in BC

- Drafts publications, marketing material copy, website content and updates website on an ongoing basis
- Supports the preparation of abstracts, manuscripts, and reports (for conferences, funders, and peer reviewed publication)

- Supervises and delegates duties and tasks, tracks progress, and troubleshoots logistics questions when working with program instructors, physician leads, and other UBC CPD staff

Consequence of Error/Judgement
The incumbent will be required to show judgment and decision making, which has the potential to impact UBC CPD reputation, product viability, project funding, and the opportunity for future research development.

Exercising poor judgment and/or inappropriate lack of consultation has the potential to adversely affect the viability and validity of research projects, educational programs, projects, grant-based funding or other means necessary to sustain itself.


Supervision Received

The incumbent receives significant guidance and task planning input from the UBC CPD Project Managers and works under the general direction from the UBC CPD Director. Works with a high level of independence. Meets quarterly with senior staff to review performance and portfolio. At a project level, receives-direction from project leads, some of whom may work remotely.

Supervision Given
May on occasion be responsible for the supervision of research staff/assistant, temporary staff or technical staff. This position requires working effectively within a relatively flat organizational structure with a significant degree of self direction. Works with considerable autonomy on projects within portfolio.

Minimum Qualifications
University 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

- University degree (Masters degree preferred) in adult education, social sciences, or another area that directly relates to the provision of continuing professional development for physicians in BC.

- Experience in adult education or continuing education programs preferred.

- Working knowledge of both traditional and online methods of course delivery preferred.

- Knowledge of the BC medical system an asset.

- Experience in educational implementation an asset.

- Training in project management an asset.

- Experience in working with the medical community an asset.

- Experience in a cost recovery environment an asset.

- Experience working with learning management systems (LMS), particularly Moodle, an asset.

- Effective oral and written communication, interpersonal, project management, and organizational skills.

- High level of proficiency in MS Word, Excel, PowerPoint as well as e-mail and Internet required

- Ability to prioritize work, multi-task, and to meet deadlines

- Ability motivate employees and colleagues

- Ability to build relationships and work collaboratively with project leadership and partners as well as all others involved in the delivery of educational initiatives

- Demonstrated ability to work effectively both in a team environment and independently