Education Systems Coordinator

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 to support learner scheduling, placement, and clinical access. This position manages system access and critical operational reporting across all levels of the organization, supporting a broad range of administrative staff, learners, faculty, and partners across the province. 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 to support effective system adoption and continuous operational improvement. Additionally, this position will provide project coordination for major projects within the Education Systems Team portfolio providing change management, communication support and training for system releases and process improvements to ensure effective user adoption and operational improvement.

Organizational Status

Our Vision: To Transform Health for Everyone.

UBC Faculty of Medicine is a leader in both the science and the practice of medicine and across British Columbia, more than 12,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.

The Faculty—comprised of approximately 2,200 administrative support, technical/research and management and professional staff, as well approximately 650 full-time academic and over 10,000 clinical faculty members—is composed of 19 academic basic science and/or clinical departments, three schools, and 23 research centres and institutes. Together with its University and Health Authority partners, the Faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province.

This position reports to the Education Systems and Projects Manager in the Office of the Vice Dean, Education, Faculty of Medicine. Liaises with UBC Faculty of Medicine (FoM) Digital Solutions and the administrative teams across the MDUP and PGME, as needed.

Work Performed

Rotation Data Management

• Responsible for the centralized administration function of rotation data management across PGME and MDUP programs, ensuring data integrity, consistency and operational effectiveness to support learner scheduling, placement and clinical access for both Faculty of Medicine programs province-wide.

• Manages and provides training to new users for the Qualtrics based tool to align program rotations with scheduling guidelines to support accurate scheduling practices, Health Authority reporting, teaching activity tracking for clinical faculty and associated payment processes.

• Primary contact for support requests relating to rotation data management across PGME programs. Responsible for engaging, communicating and guiding a wide range of staff and faculty across the Faculty of Medicine.

• Provides advice and guidance to PGME programs to support best practices in rotation data management as well as effective inventory management.

• Responsible for troubleshooting issues and triaging support requests for rotation data management. Where recommendation for improvement or enhancement is appropriate is responsible for bringing this forward to the relevant working groups and/or leadership for consideration and decision.

• Manages communication announcements, updates and changes related to the rotation data management processes with appropriate user groups.

• Conducts analysis and identifies potential process enhancements and works with business users to present recommendations to appropriate leadership for consideration and decision.

• Provides input to and recommendations for changes to other administrative systems that may impact or support data rotation management processes.

• In collaboration with the PGME Infrastructure & Operations Manager, serves as the primary point of contact for rotation data reporting to Health Authorities for PGME. Ensures data is accurate, complete, and provided securely within established timelines.

• Manages and oversees the user‑based system testing in partnership with the Digital Solutions team, including the development and maintenance of test cases. Reviews and validates test results, troubleshoots defects, and ensures readiness for system releases.

• Responsible for the development, documentation, and implementation of standard operating procedures (SOPs) and data management practices for rotation and scheduling data, contributing to data consistency and quality across MDUP and PGME systems.

Account and Access Management

• Responsible for the Education Administrative scheduling system account and access management across both education programs, ensuring timely and appropriate access for a wide range of staff, learners, and faculty province-wide. Maintains compliance with system access requirements, manages audits, and ensures accurate tracking and documentation of access and access governance.

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 that will produce the intended outcome, and by estimating time and resource requirements, follows up on action items and deliverables to ensure completion, and keeps the project on track and focused on achieving the intended outcome; manages the close-out, evaluation, and lessons learned activities upon project completion.

• In collaboration with the Education Systems and Projects Manager, responsible for managing the implementation of major Education Systems projects, providing change management, communication support and training for system releases and process improvements to ensure effective user adoption and operational improvement.

• Works closely with the Education Systems and Projects Manager in supporting compliance with applicable privacy, security, and data governance policies (e.g., FIPPA), including appropriate handling, storage, and transmission of sensitive learner and faculty data, and assists with audits and risk mitigation activities related to education systems data.

• Leads additional minor projects and initiatives within the Education Systems Team in the Office of the Vice Dean, Education portfolio, which may include the implementation of new processes, pilot programs, data analysis initiatives, and workflow enhancements.

• Works collaboratively with the unit and provides cross coverage, as required.

• Performs other education administrative system duties, as required.

Consequence of Error/Judgement

This role will have access to confidential faculty data. Errors in judgment may result in security breaches for the Faculty of Medicine. Errors in planning, analysis and design may impact operational efficiencies or result in misinterpretation of data.

Supervision Received
Reports to the Education Systems and Projects Manager and works in close collaboration UBC FoM Digital Solutions, MDUP, PGME, FoM staff and faculty to resolve issues and implement system and process enhancements and improvements.
The incumbent will be expected to work independently in accordance with established objectives, policies and guidelines; and exercise initiative and judgment in performing all work-related functions.

Supervision Given
none

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, and by exercising sound judgment.

• 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 effectively facilitate groups to achieve appropriate outcome. Ability to deal with people in a courteous, calm manner.

• Ability to identify and correct missing and incomplete data.

• Ability to train others.

• Ability to prioritize and work effectively under pressure to meet deadlines.