Classroom Operations Coordinator Job at University of British Columbia
Staff - Union
Organizational Status
Work Performed
Consequence of Error/Judgement
Errors in judgment and communication will seriously impact the reputation of the Department the Master of Physical Therapy Program. As the program relies on videoconferencing and AV technology for distributed learning at all program sites, and on consistently and accurately prepared learning spaces, errors or delays could negatively affect students, especially those at distributed sites. Repeated errors could impact the accreditation status of the MPT program. The program relies heavily on accurate space set up, functional equipment, and room bookings. Errors could negatively impact students’ and instructors’ ability to teach and learn to the best of their abilities.
Supervision Received
This position reports directly to the Academic Operations Manager and works with the Site Managers at distributed MPT Sites.
Supervision Given
None.
Minimum Qualifications
High School graduation, plus one year of post-secondary education, plus three years of related experience, or an equivalent combination of education and experience.
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Program Assistant 2 (Gr5)
Job Title
Classroom Operations Coordinator
Department
Administrative Support | Department of Physical Therapy | Faculty of Medicine
Compensation Range
$3,762.00 - $3,955.00 CAD Monthly
Posting End Date
March 10, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
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 UBC MPT program is one of the leading Physical Therapy Programs in Canada. The program is fully-distributed and provides students the opportunity to study in state-of-art labs at UBC’s campuses in Vancouver and the Fraser Valley, and at UNBC’s campus in Prince George. The program curriculum uses an integrated, case-based approach and is taught by the Department’s renowned academic faculty and a community of clinical educators.
The Department of Physical Therapy's Classroom Operations Coordinator organizes high-quality, daily coordination of all teaching spaces (classrooms and labs) for all of the Department's programs at all sites. This role is integral to the operations and goals of the Department in its provision of excellent client service and program support at all sites.
The Classroom Operations Coordinator will provide administrative and technical support to assist with the smooth planning and delivery of the MPT Program at all sites.
The main responsibilities include class scheduling, room bookings, equipment and supplies ordering, supporting written and clinical exams. The incumbent will act as a liaison with Digital Solutions (MEDIT) to ensure audio-visual equipment that facilitates learning both on campus and at distributed learning sites is maintained and functions correctly.
In providing classroom coordination and troubleshooting issues related to audio-visual and other equipment, the incumbent will be required to respond on very short notice and resolve issues and complaints that arise in an efficient, calm, non-confrontational and tactful manner. To fulfil the operational requirements of this position, the incumbent will be required to start work at 7:30 am, and must be physically able to lift and move equipment such as therapy beds, clinical equipment, stacked chairs, etc. This role is required to be in-person on the Point Grey Campus.
Organizational Status
The Department of Physical Therapy provides the only provincial program for the education of entry-to-practice physical therapists. Through rigorous scholarly activity, high standards of instruction and creative opportunities for learning, the Master of Physical Therapy (MPT) provides a strong foundation that supports the current and future practice of the profession. The Department is also a research-intensive unit with award winning faculty conducting state-of-the art healthcare research.
This position reports to the Academic Operations Manager. The position liaises with faculty, clinical faculty, external instructors, staff, students, the public, and vendors. The incumbent works closely with other university service units such as UBC IT Services and Faculty of Medicine Digital Solutions (MedIT) as appropriate.
Work Performed
Curriculum Spaces & Materials:
- Acts as the central point of contact for course coordinators, lecturers, instructors regarding the collection of equipment and curriculum materials as well as any changes or updates to equipment lists and room bookings as required. Ensures requests meet established policies, procedures and suggests alternatives where possible.
- Maintains an up-to-date list of all program equipment requirements including site specific quantity details. Identifies equipment needs and requests required purchases from the appropriate managers.
- Works with program staff at all sites to improve operational efficiency and ensure all MPT, GCOMPT, ACE-BC VSP and Physio Refresh teaching sessions and exams run smoothly.
- Ensures equipment and curricular materials are substantially equivalent for all scheduled sessions at all MPT sites. Ensures any updates or changes are communicated to all sites in a timely manner.
- Liaises with UBC Building Operations to maintain teaching and learning spaces in Vancouver for departmental programs.
- Ensures equipment is used, maintained, and cleaned as appropriate across sites and coordinates annual maintenance / calibration of equipment at all sites.
- Troubleshoots issues and provides instructor support during in-person class time: responding to and resolving issues in teaching spaces that arise with little or no notice, assisting faculty and instructors (some of whom are unfamiliar with UBC) in a prompt, helpful and courteous manner.
- Attends all MPT computer-based written exams at the Point Grey site to support faculty and resolving any student issues during the exam including providing additional laptops, password/login issues, liaising with ExamSoft.
- Supports the delivery of Objective Structured Clinical Exams (OSCEs) and Admissions Multi-Mini Interviews (MMIs) through set-up and take down of all equipment and station time keeping, which may require adjustments and flexibility in work hours.
- Supports the planning, preparation and delivery of Department events, including MMIs, OSCEs, Orientation Week, Induction ceremony and graduation as directed by program leadership.
- Provides backup, overfill and vacation support to other classroom support staff.
Sessional Scripting, Student Calendar, and Room Bookings:
- Responsible for all room / VC connection bookings across sites, ensuring equivalency in session locations across sites.
- Accurately enters the required A/V scripting into Resource Scheduler for all MPT academic teaching sessions. (scripting is a detailed outline of actions to be implemented).
- Liaises with AV technicians to ensure lectures/labs are delivered seamlessly and follows up any issues to ensure resolution for future program scheduling and delivery
- Collaborates with the Senior Program Assistants- Academic Education at all sites to ensure that materials are disseminated according to instructions and that sessions are supported and scripted appropriately.
- Completes bookings and provides appropriate support and billing information to outside groups utilizing departmental spaces. Ensures all bookings abide by departmental policies.
- Is responsible for all departmental aspects of the the Faculty of Medicine Advance Room Bookings Process.
- Ensures confidentiality is maintained and personal and private data collected is handled in accordance with UBC policy.
- Other duties as assigned appropriate for the qualifications and requirements of the role.
Consequence of Error/Judgement
Errors in judgment and communication will seriously impact the reputation of the Department the Master of Physical Therapy Program. As the program relies on videoconferencing and AV technology for distributed learning at all program sites, and on consistently and accurately prepared learning spaces, errors or delays could negatively affect students, especially those at distributed sites. Repeated errors could impact the accreditation status of the MPT program. The program relies heavily on accurate space set up, functional equipment, and room bookings. Errors could negatively impact students’ and instructors’ ability to teach and learn to the best of their abilities.
Supervision Received
This position reports directly to the Academic Operations Manager and works with the Site Managers at distributed MPT Sites.
Supervision Given
None.
Minimum Qualifications
High School graduation, plus one year of post-secondary education, plus three 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
Post-secondary education plus a minimum of three years related experience in educational support or the equivalent combination of education and experience. Must be able to multi-task in an environment that is often unpredictable. Must have effective customer service, interpersonal, organizational, oral and written communication skills. High accuracy and strong attention to detail is required. Enthusiastic, responsible and culturally sensitive. The ideal candidate is able to adapt to working with the different personalities of those who work in the Department and external instructors in order to best accommodate to their needs.
Familiarity with computers, audio-visual, and medical equipment an asset.
Ability to prioritize and work effectively under pressure to meet deadlines.
Ability to communicate effectively verbally and in writing.
Ability to effectively resolve complaints in a calm, non-confrontational manner, and by exercising sound judgment.
Ability to exercise tact and discretion.
Ability to work independently on site, as well as part of a team across all locations.
Ability to analyze problems, identify key information and issues, and effectively resolve time-sensitive situations.
Knowledge and experience supporting audio-visual hardware and software procedures and practices.
First Aid/CPR certification would also be an asset.
Physical ability to perform the duties of the job. (e.g., lifting, standing, working at heights).
Previous experience working in a college or university setting.
Previous supervisory experience in a unionized setting would be an asset.
Occasional over-time or weekend work may be required during exams.
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