Program Coordinator at University of… · Vancouver

Program Coordinator Location: UBC Hospital Site - Vancouver, BC, Canada Staff - Non Union Job Category M&P - AAPS Job Profile AAPS Salaried - Research and Facilitation, Level A Job Title Program Coordinator Department Office of Pediatric Surgical Evaluation and Innovation | Department of Orthopaedics | Faculty of Medicine Compensation Range $5,365.42 - $7,709.92 CAD Monthly The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job. Posting End Date May 17, 2026 Note:Applications will be accepted until 11:59 PM on the Posting End Date. This position is subject to the satisfactory completion of required background checks Job End Date May 18, 2027 This is a term position funded for 1 year, with the possibility of extension. 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 Program Coordinator implements, coordinates, organizes, and oversees all aspects of the educational and research activities within the Office of Pediatric Surgical Evaluation and Innovation. The Program Coordinator is responsible for project management and plays an active role in program development, policy creation and implementation, project planning, decision making, sourcing/purchasing equipment and budget planning/accountability at the executive level and is the chief communicator and writer for all project updates and final reports. The Program Coordinator serves as the primary interface for a variety of OPSEI projects and initiatives and carries the responsibility for the overall success of these programs. Organizational Status This position works independently and in collaboration with members of the OPSEI team, serving as a resource to academic surgeons, fellows, residents, and medical students. This position reports to the Executive Director of OPSEI. The position works in a shared office environment in the Shaughnessy Building at BC Children’s Hospital. Work Performed Manages and facilitates strategic projects and initiatives within OPSEI, maintaining objectives and timelines, communicates updates, develops and implements solutions to obstacles, and prepares formal reports on project outcomes and achievements. Fundraises and prepares granting applications with corporate and industry sponsors and charitable donors in support of the OPSEI mission. Stays abreast of funding opportunities and deadlines. Compiles, writes, updates and edits fundraising materials and informational documents. Coordinates event planning for CME activities, global health, research, journal clubs, and academic rounds. Researches, analyses and prepares proposals for development of continuing medical education strategies. Creates, collates and reports out on project evaluations. Assists residents, fellows, and students in meeting their goals with respect to conducting research projects, applying for grant funding, and assisting with the publication and presentation of the results as necessary. Develops, analyzes, literature review findings relevant to clinical research projects. Collaborates with investigators and other related disciplines to assess requirements of research projects and coordinate and maintain research project plans and timelines. Assists research faculty in maintaining, updating, and report extraction from patient databases. Presents project progress and summaries to investigators, performance goals with respect to funding applications, and data collection. Manages study protocols. Facilitates operational linkages and networks within and among co-investigators, clinic directors, physicians and other health care professionals within the hospital and academic health care community provincially, nationally, and internationally. Facilitates and troubleshoots recruitment of subjects throughout the studies. Prepares and facilitates submissions to the ethical research review process and responds to reviewers’ recommendations as required. Facilitates the OPSEI Undergraduate Research Program and assists research trainees in preparing abstracts and posters for submission at scientific meetings and articles for submission into academic journals. Participates in strategic planning and facilitates implementation into daily practice. Prepares material and coordinates meetings of committees. Collects data and other relevant material for the purpose of drafting newsletters, annual reports, etc. Data entry of journal vouchers, cash receipts, purchase and travel requisitions, blanket purchase order invoices, financial spreadsheets, hourly payroll information for OPSEI, requiring coordination of finances between BC Children’s Hospital and the University. Prepares a final budget report on completed projects. Responsible for the coordination of OPSEI Academic Rounds, drafts and sends invitations and thank you letters to speakers; confirms speakers and titles for each weekly rounds including CME learning goals and objectives, and maintains attendance log of each Grand Rounds for CME certification. Manages and coordinates schedules, evaluations and teaching. Investigates and identifies new technologies for continuing medical education; makes recommendations on new courses to faculty and teaching personnel; facilitates the development of educational goals/programs. Attends and participates in committee and working groups as appropriate, develops agendas, items for discussion, maintains project records and updates, briefs the Executive Director on all aspects of activities as needed, ensures policies and procedures are followed, and takes action resulting from these meetings; recommends to the Executive Director systems and procedures which will improve the overall efficiency of the program. Facilitates and coordinates OPSEI and clinical unit reviews. Liaises with instructors, consultants, internal and external organizations. Attends and participates in other committee meetings as required. Provides leadership and acts as a resource for all administrative functions. Other program coordination duties as required. Consequence of Error/Judgement The Program Coordinator is required to act independently and make executive decisions on a daily basis; often outside clearly defined terms of reference. Inappropriate decisions or inadequate monitoring of OPSEI education information may also result in needless hardship and administrative burdens for the Executive Director of OPSEI. Supervision Received The incumbent works autonomously with no day-to-day managerial direction Supervision Given Supervises research trainees and students. Minimum Qualifications Undergraduate degree in a relevant discipline. Minimum of two 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 A University Degree in business preferred and two years experience, preferably in a university or health care environment or an equivalent combination of education, training. Excellent oral communication, written communication and interpersonal skills. Experience in research, human resources, finance, health care administration and educational programming are assets. Willingness and ability to investigate and resolve conflict in a professional manner, and to handle sensitive issues in a tactful and confidential manner. Ability to exercise independent judgment. Effective oral and written communication skills Highly motivated with an ability to show initiative Ability to integrate educational technology within the program Word processing/computer experience required (MS Office, PowerPoint, Excel, Access). Graphic design, photography, and video editing software experience is an asset.