Curriculum Coordinator, VDE - Jobs in Vancouver, BC

Job Description

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 4 (Gr8)Job TitleCurriculum Coordinator, VDEDepartmentOffice Support | Office of Education | Faculty of MedicineCompensation Range$4,137.00 - $4,456.00 CAD MonthlyPosting End DateOctober 3, 2022Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End DateThis position is located within a health-care facility. Therefore, this positions requires successful verification of full vaccination against Covid-19 provided prior to the start date, as required by the provincial health mandate.JOB SUMMARYThe Curriculum Coordinator provides senior confidential administrative and coordination support to areas within the Office of the Vice Dean, Education (VDE); specifically, the Faculty of Medicine (FoM) Curriculum Team.The Curriculum Coordinator is primarily responsible for supporting the core functions of the FoM Curriculum Team and the Office of the VDE which includes facilitating curriculum change proposals through the FoM curriculum pathways from inception of an idea to submission for Senate approval, ensuring along the way that all steps are followed and the impact of structural decisions are considered. Works closely with the Curriculum Pathways Advisory Council (CPAC), FoM governance committees and councils (Graduate and Postdoctoral Education Committee, Health Professions Planning Committee, Undergraduate Medical Education Committee, Dean’s Advisory Council, Department Head and School Directors Committee, Faculty Executive Committee) and external stakeholders (Faculty of Graduate and Postdoctoral Studies, Provost Office, Senate Office and Government Relations) to ensure that all aspects of new (or major changes to) program, certificate and course development are fully considered and addressed, including program descriptions, course syllabi, grading systems, calendar entries, consultations and all other documentation required for curriculum proposals. The Curriculum Coordinator supports the FoM Curriculum team’s function and productivity through the management and maintenance of an extensive database. Tracks proposal statuses from initiation to final approval and implementation. Implements and follows office routines, unit functions, and University policies and procedures while exemplifying a professional work ethic and a high level of customer service. The incumbent will provide a high level of understanding and initiative in required administrative areas while maintaining confidentiality.Works closely with the International Coordinator, Office of the VDE to support operations and the delivery of Vancouver Summer Program (VSP) within the Faculty of Medicine between April to September annually. Is the designated out of office coverage for the International Coordinator.The position also provides administrative support to the VDE portfolio where required.The position is structured at 1.0 FTE status and is primarily based out of UBC-Vancouver Campus.ORGANIZATIONAL STATUSThe Curriculum Coordinator reports to the Assistant Manager, Office of the VDE. Collaborates with the International Coordinator to carry out the Vancouver Summer Program annually. Works closely and receives work direction from the Manager, Office of the VDE, Administrative Director, Office of the VDE, and the Senior Director, Education Programs and Services. Interacts frequently with the members of the VDE team, Office of the Dean and the UBC Faculty of Medicine at large.The largest of the 12 faculties at the University, the Faculty of Medicine (FoM) is composed of 19 academic basic science and/or clinical departments and a number of schools, research centres and institutes. The Facultys annual consolidated budget is over $600 million including operating, research, special purpose, endowment and trust funds. The Faculty has approximately 1500 secretarial/clerical support, management and professional staff, as well as over 700 full-time academic and over 5000 clinical faculty. Together with its partners including BCs six Health Authorities and their affiliated teaching hospitals, the Faculty provides innovative programs in the areas of health and life sciences through a province-wide delivery model with learners, faculty and staff located throughout British Columbia.WORK PERFORMEDFOM Curriculum

• Monitors FoM Curriculum inbox and responds to emails in a timely manner; prioritizes actions items for attention of the curriculum team while exercising diplomacy, sound judgement and tact in dealing with members of the FoM, UBC (Provost Office, Senate Office, Government Relations, etc.), and any external stakeholders.
• Reviews curriculum proposals upon intake and liaises with proponents to ensure all required documents are submitted with the curriculum package.
• Assists in preparing proposals, briefing notes, supporting documents, presentations, correspondence and general communications along the continuum of the curriculum approval process; tracks all curriculum requests through to completion.
• Responsible for managing the records management system for FoM Curriculum requests which includes tracking, filing, creating/maintaining files, and archiving files as necessary.
• Facilitates and monitors curriculum proposals travelling through the curriculum pathways. Ensures proposals navigates through the pathways seamlessly in the sequential review order as set out by the FoM. Provides timely status updates to proponents.
• Takes initiative to connect with relevant internal and external stakeholders early on to draw awareness to inbound strategic and complex curriculum proposals (e.g., new programs, new certificates, expansions, etc).
• Fosters a strong collaborative relationship with the Faculty of Graduate and Postdoctoral Studies, Provost Office, Senate Office and Government Relations Office.
• Coordinates meetings for the team, including complex meetings across sites within and between regions, identifying and communicating high priority requests, researching and preparing supporting documents and materials for meetings.
• Assists with development and implementation of FoM Curriculum policies and procedures.
• Coordinates assigned projects and initiatives that are essential to the FoM Curriculum portfolio to ensure Faculty needs are met, that projects are completed on schedule, and that contingency plans are explored to mitigate challenges.
• Provides statistics on curriculum proposals submitted to the Faculty and generates reports as requested.
• Maintains smooth running of the FoM Curriculum portfolio in the absence of the Assistant Manager, Office of the VDE by exercising independent judgement (in selecting and interpreting information, and reconciling deviations from standard methods) and initiative on time-sensitive issues. Escalates matters to the Manager, Office of the VDE or Administrative Director, Office of the VDE.

General

• Transcribes and distributes minutes and meeting notes for various high level and confidential meetings within the respective portfolios as required.
• Provides technical assistance for presentations, as required.
• Creates and communicates announcements for broad distribution to the Faculty, and external networks, as appropriate.
• Prepares reimbursement of travel expenses and other expenses, as required.
• Provides support to VDE portfolio related events, as needed.
• Works closely with the International Coordinator to provide administrative and logistical support to VSP Medicine which includes planning, coordination, and delivery of the VSP Medicine.
• Provides coverage for the International Coordinator, Administrative Coordinator and Assistant Manager, VDE Office, as needed, which includes calendar support.
• Provides orientation and training support for new or temporary staff, as appropriate.
• In consultation with the Assistant Manager, Office of the VDE, provides back-up coverage, as needed to the relevant portfolios within the Office of the VDE.
• Maintains and updates the standard operating procedures (SOP) manual for the FoM Curriculum Team.
• Maintains and updates relevant sections within the SOP manual for the VDE Office.
• Performs other related tasks as required.

CONSEQUENCE OF ERRORThis position requires judgement, tact, discretion and initiative to an outstanding degree. The incumbent is expected to use sound judgement to respond to frequently changing conditions and priorities and to prioritize assignments accordingly for themselves, Errors in judgement or ineffective communication will compromise the effectiveness and efficiency of the Office of the Vice Dean, Education on matters relating to education and research, and could reflect negatively on the UBC Faculty of Medicine and the University. Unusual issues should be brought to the attention of the Assistant Manager, Office of the VDE.SUPERVISION RECEIVEDReports to the Assistant Manager, Office of the VDE. Works closely and receives work direction from the Manager, Office of VDE, Administrative Director, Office of the VDE, and the Senior Director, Education Programs and Services. Performs duties independently and in accordance with established procedures.SUPERVISION GIVENWhen necessary, formally trains new staff on work procedures. Oversees work of students and/or temporary staff.MINIMUM QUALIFICATIONSHigh School graduation, plus a two year post-secondary diploma, plus four years of related experience OR an equivalent combination of education and experiencePREFERRED QUALIFICATIONS

• Exceptional attention to detail required.
• Excellent oral and written communication skills, including the ability to communicate with tact and discretion and to convey complex information clearly and accurately.
• Strong interpersonal skills with ability to deal with a diverse group of people in a calm, courteous, and effective manner.
• Ability to take initiative, work independently, but also function collegially within a close team-working environment.
• Ability to adapt to changing priorities, set work priorities, work under pressure and meet deadlines.
• Demonstrates commitment to inclusive excellence and applies an equity, diversity and inclusion framework to their work.
• Intermediate to advanced level computer experience required (Microsoft Office programs including Word, Excel, Access, Outlook, PowerPoint, Sharepoint, Teams).
• Intuitive knowledge to operate modern online platforms effectively (Doodle Poll, Qualtrics, Airtable).
• Ability to type 60 w.p.m. and to operate a normal range of office equipment.
• Experience with videoconferencing and teleconferencing.
• Knowledge of University and Faculty of Medicine policies, procedures, governance and administrative systems preferred.
• Ability to travel between local sites as required.

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