Program Coordinator PIET-OT

Full job description
Staff - Union
Job Category
CUPE 2+50
Job Profile
CUPE 2+50 Salaried - Sr Program Asst-Med Ed (Gr8)
Job Title
Program Coordinator PIET-OT
Department
Administration | Department of Occupational Science and Occupational Therapy | Faculty of Medicine
Compensation Range
$4,73+.00 - $5,102.00 CAD Monthly
Posting End Date
June 8, 2025
Note: Applications will be accepted until 11:5+ PM on the Posting End Date.
Job End Date
This is a part-time position with a 0.5 FTE.
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
This position is responsible for the comprehensive coordination of the PIE-OT program, encompassing program operations, admissions, logistics, communications, marketing and student engagement. The incumbent ensures all elements of the program function effectively and in alignment with UBC standards and strategic goals. Working closely with the Program Director, this role also provides administrative leadership in continuous program development, monitoring processes, and supporting initiatives for growth and quality assurance.

Organizational Status
The Department of Occupational Science and Occupational Therapy at UBC offers the Program for Internationally Educated Occupational Therapists (PIE-OT), a non-credit, part-time course designed to support internationally educated OTs preparing for the final phase of the Substantial Equivalency Assessment System (SEAS) the competency assessment. Delivered three times annually over a 12-week period, the program blends self-directed online modules with live tutorials and culminates in a mock interview to support participants' transition to OT practice in Canada.

Work Performed
Program Coordination and Delivery
Serves as the primary liaison for prospective and current participants, providing guidance on program structure, policies, timelines, and expectations.
Oversees the scheduling and execution of program components, including live and recorded sessions, mock interviews, and assessment preparation.
Prepares instructor contracts and processes payment in a timely manner.
Coordinates access to course materials and enrollment via Canvas Catalog, ensuring compliance with eligibility and administrative procedures.
Maintains and safeguards confidential academic and administrative records, including consent forms, evaluations, and completion statuses in accordance with UBC policies.
Oversees and updates the program’s learning platforms (Canvas LMS) and website (WordPress), ensuring accessibility and accuracy of resources.
Updates and disseminates essential materials such as the participant handbook and term schedules.
Supports internal administrative functions including meeting scheduling, agenda preparation, minute-taking, and communications follow-up.
Coordinates the teaching schedules with the facilitators and Program Director.
Coordinates with UBC IT services to address technical issues impacting participant access and learning.
Admissions and Applicant Support
Administers all stages of the admissions process, including application intake, review for eligibility, evaluating international transcripts and credentials, scheduling of interviews, and coordination of offer letters and supporting documentation.
Maintains a robust and secure applicant tracking system, facilitating efficient communication and data analysis.
Provides informed and responsive support to applicants throughout the admissions cycle.
Ensures consistent application of selection criteria and documentation requirements.
Communications and Marketing
Assists in the creation of communication materials and guides that help participants engage with professional and regulatory resources in the Canadian OT landscape.
Produces high-quality written content and reports for diverse audiences across digital and print platforms, including newsletters, social media, LMS announcements, and external stakeholder correspondence.
Leads the coordination and distribution of promotional and informational materials to support program visibility and engagement.
Monitors and ensures consistency across all program-related communications, including website updates and social media postings.
Program Monitoring and Quality Assurance
Assists with the development and implementation of tools and processes for participant and instructor feedback, including evaluations and post-program surveys.
Prepares reports and summaries from program data to inform planning and decision-making.
Contributes to the enhancement of program procedures and supports the Director in government funding reports and compliance documentation.
Monitors program budget to ensure aligned with forecasts and reports any issues or concerns to Director.
Consequence of Error/Judgement
Errors in judgment or inadequate coordination could negatively affect the reputation of the Department and the experience of students and stakeholders. The role requires a deep understanding of University policy and procedural frameworks, as well as strong organizational and problem-solving abilities. Mismanagement of confidential data or deadlines could result in operational inefficiencies or legal/regulatory implications.
Supervision Received
Works independently under the general direction of the Program Director. Exercises a high degree of autonomy, initiative, and discretion in prioritizing tasks and determining solutions to challenges. Hybrid work arrangements apply.
Supervision Given
Provides task supervision and direction to work-learn or casual support staff and ensures tasks are completed in accordance with program standards.
Minimum Qualifications
High School graduation, plus two year post-secondary diploma, plus four 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
Proven ability to work effectively with diverse populations in a tactful, respectful, and professional manner.
Demonstrated excellence in verbal and written communication.
Strong organizational and multitasking skills, with the ability to meet deadlines in a high-paced setting.
Proficiency with Microsoft Office Suite (intermediate), Canvas LMS, Canvas Catalog, WordPress, and common social media platforms.
Exceptional accuracy and attention to detail.
Experience preparing reports, correspondence, and educational resources using clear, concise language.
Ability to prioritize competing demands while maintaining high standards of accuracy and service.
Demonstrated initiative in acquiring new skills and applying them to job-related tasks.
Familiarity with academic environments and student-focused service delivery is an asset. Read more