Clinical Education Coordinator

Please note: Only Canadian Citizens, legal residents or residents with a legal work permit will be considered.

STATUS: This is a full-time position

JOB START DATE: As soon as possible

SALARY: Commensurate with qualifications and experience

LOCATION: BC Centre for Excellence in HIV/AIDS (BC-CfE), Vancouver, BC

ORGANIZATION: The BC-CfE is a world-renowned HIV/AIDS Centre with an innovative, low barrier approach to healthcare delivery in clinical practice and an integrated group of research concentrations in Laboratory Sciences, Clinical Trials, Population Health and Epidemiology, Health Economics and Professional Education Programs. A multidisciplinary team of clinicians including Physicians, Nurses, Social Workers and Peers and researchers including Health Economists, Epidemiologists, Clinical Researchers, Statisticians, Programmers, and Data Analysts work collaboratively to improve the health of British Columbians with HIV and communities facing socio-economic barriers in accessing healthcare.

JOB: Reporting to the Director, Clinical Education and Training, the Clinical Educational Program Coordinator provides program and administrative support and oversees assigned programs. The position works closely with staff in the John Ruedy and Hope to Health Clinics, and interacts with other BC-CfE research and training as well as external stakeholders including UBC, VCHA, and BC-CDC.

JOB RESPONSIBILITIES:

• Provides administrative support to the Director of Clinical Education and the Clinical Educator at the BC-CfE. Works with support staff in Infectious Diseases and HIV/AIDS Specialty Clinics, Hope to Health Clinic, and other related clinics.
• Facilitates effective triaging of correspondence, determination of appropriate action, and timely follow-up as appropriate for both personal email and general Education email.
• Coordinates meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, coordinating rooms and equipment, arranging catering, preparing and distributing meeting materials and agendas, and where required, taking and transcribing minutes and keeping track of action items.
• Word processing a variety of documents to include, but not limited to, memos and preparation of material by transcribing from dictation or written drafts.
• Maintains a consistently updated and accurate appointment schedule for the Director and the Education team, including determination of urgency and nature of requests, resolution of time conflicts, and notification to all relevant parties.
• Provides support and coordinates the clinical training program including clinical training placements for clinic health care providers and residents, fellows and medical students, including timely response to scheduling changes.
• May coordinate and provide event support for live and/or virtual lectures/educational events.
• Provides support and preparation on grant applications and other research documents, including papers, abstracts and proposals.
• Creates and processes slides and posters for conference presentations.
• Participates in staff meetings, special projects, and other activities as required.
• Collects and keeps updated records and data bases related to educational program monitoring and evaluation, including program attendance, evaluation and feedback. 
• Liaises in a professional and courteous manner with other program directors, staff, mentors, stakeholders, and the public organizations, including the University of British Columbia.
• Produces a variety of documents including reports, correspondence, presentation materials, spreadsheets, and memos by using various word processing, spreadsheet and presentation software packages, including creation of files, tables and spreadsheets. Photocopies and distributes documentation such as correspondence and reports as required.
• Remains up-to-date on registration for clinical training programs, and, when necessary, submits and follows up on billing for the programs. Corresponds with learners on program information, requirements, and completion.
• Ensures dissemination of information to internal and external stakeholders regarding the organization’s programs, services, procedures and processes, and provides updates on outstanding issues.
• Creates and maintains an efficient filing system, including bringing forward documents required for meetings and proactively identifying action items to be completed prior to meetings.
• Assist in maintaining and updating yearly budget for the Clinical Education Program.
• Works with the Clinical Educator and Program Coordinator in the scheduling and support of all clinical education events.
• Performs other duties as required.

JOB QUALIFICATIONS:

• Bachelor’s degree in Health or Social Sciences, Public Health, Public Policy or education-related field supplemented by three (3) to five (5) years of recent related experience in administrative/program coordination.  An equivalent combination of education, training and experience may be considered.
• Knowledge and/or experience working in addiction, public health, health services, HIV, and viral hepatitis an asset. 
• Experience in coordinating projects and/or grant-based programs an asset. 
• Experience in preparing documents, reports, and communications materials. 
• Knowledge or experience in medical education an asset. 
• Must have advanced word processing, spreadsheet, presentation, desktop publishing, and database software skills. Excellent knowledge of Macintosh computers is considered an asset.
• Excellent interpersonal skills to provide effective administrative support at the senior management level, including tact and diplomacy, in dealing with a variety of work situations, hospital staff, board members, government representatives, community agency personnel and the general public.
• Demonstrated communication skills to respond effectively to inquiries, both verbally and in writing, flexibility to meet and adapt to changes in organizational priorities.
• Ability to multi-task, work independently with minimal direction, and work under pressure with constant deadlines, using strong organizational, time management and prioritizing skills.
• Demonstrate aptitude for detailed work, capability of decision making/problem solving within predetermined guidelines.
• Ability to work independently and resolve administrative issues/problems.
• Demonstrated flexibility to meet and adapt to changes in organizational priorities.
• Demonstrated organizational skills and ability to prioritize workload and work under time pressures to meet deadlines.
• Demonstrated ability to utilize tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature.
• Demonstrated physical ability to carry out the duties of the position.
• Liaises in a professional and courteous manner with managers/directors, staff and the public to gather and disseminate information.

Please include resume and cover letter outlining how your skills are applicable to this role and your research experience and interests. Include the job title you are applying for in your email subject line. 

Note:  Applications received without a cover letter will NOT be considered.

CONTACT: Human Resources Coordinator; careers@bccfe.ca

APPLICATION DEADLINE: until position is filled