Portfolio and Assessment Coordinator

Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

Job Description Summary

The incumbent will liaise with faculty and staff at all sites in the distributed Undergraduate Medical Program (UGME) to support the implementation of the Portfolio assessment modality and will be responsible for supporting the delivery of portfolio sessions at the Vancouver Fraser Medical Program (VFMP) program site.

Organizational Status

Our Vision: To Transform Health for Everyone.

Ranked among the worlds top medical schools with the fifth-largest MD enrollment in North America the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia more than 12000 faculty and staff are training the next generation of doctors and healthcare professionals making remarkable discoveries and helping to create pathways to better health for our communities at home and around the world.

The facultycomprised of approximately 2200 administrative support technical/research and management and professional staff as well approximately 650 full-time academic and over 10000 clinical faculty membersis composed of 19 academic basic science and/or clinical departments three schools and 23 research centres and institutes. Together with its University and Health Authority partners the faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty staff and trainees are located at university campuses clinical academic campuses in hospital settings and other regionally based centres across the province.

The incumbent reports to and receives direction from the Manager Provincial Learner Assessment Team (Vancouver). This position will interact with faculty members students staff and other academic and administrative units.

Work Performed

Portfolio

• Recruits Portfolio Coaches for VFMP for years 1-4 creates the portfolio schedule and processes portfolio coach payments. Acts as the main administrator and point of contact for VFMP portfolio coaches and troubleshoots as needed.
• Acts as the Activity Tracker for the Teaching Tracking Payment System (TTPS).
• Acts as the central point of communication for coaches faculty and staff regarding portfolios.
• Coordinates communication with coaches for VFMP which may include the use of Outlook calendar invites to schedule small learning group sessions and various faculty development sessions.
• Creates new procedures and documentation to ensure the approach to the Portfolio is consistent between Years 1-4.
• Provides administration coordination for meetings orientations various sessions and workshops. This includes two regular meetings: the Portfolio Site Lead meeting (monthly) and the Portfolio Advisory Group meeting (bi-monthly). Responsibilities include preparing agenda; compilation of background materials; documentation of decisions and communication to relevant parties; taking minutes; following up with decisions and tracking action items; and arranging room bookings (including audiovisual requests and on-site troubleshooting). Communicate with committee members regarding the distribution of confidential materials.
• Provides administrative support for creating revising and documenting coach and student curricular material (guides checklists calendars etc.) along with various student and coach presentation material and projects (e.g. student video PowerPoint presentations).
• Maintains the Learning Management System for Portfolio.
• Manages and creates an appropriate filing system for portfolio documentation.

Student Assessment

• Programs FLEX/FoS Clinical Skills CBL and Family Practice and workplace-based assessments (WBA) in One45 and works collaboratively with the Years 1 and 2 Assessment and Evaluation (A&E) Coordinators across the province.
• Ensures the collection of completed assessment forms and assignments at the appropriate time.
• Develops and implements administrative procedures related to the implementation of assessments in order to ensure they are sustainable and in accordance with department/UGME policy.
• Distribute and collect assessment materials and associated documentation to the appropriate student groups and faculty.
• Works with the Assessment team to input block-specific student group list information tutors and evaluation forms into online evaluation software for distribution to students at the conclusion of selected teaching sessions within each system block. Maximizing student participation in the evaluation process by monitoring compliance and e-mailing group/class-specific reminders as appropriate.
• Participates and/or invigilates in written and online examinations approximately 2-4 exams per term.
• Uploads Individual Score Reports for Year 1 and 2 assessment; supports Year 3 and 4 uploads on an as-needed basis.

Performs other related duties as necessary in keeping with the qualifications and requirements of the job.

Consequence of Error/Judgement

The Portfolio and Assessment Coordinator will be expected to exercise considerable judgment tact professionalism and initiative in prioritizing and scheduling work; the candidate works within broad directions from Manager PLAT (Vancouver) to follow established policies and procedures.

Errors that lead to the breach of confidentiality of either examinations or assessment data will have major consequences and will require time to repair the damage as well as restore credibility in the eyes of the students and/or faculty leadership.

Supervision Received

The Assessment Coordinator will work independently under supervision from the Portfolio Pillar Lead and Manager PLAT (Vancouver) for direction in determining planning and completing work objectives.

Supervision Given

No supervision given.

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 ones own
- Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion

Preferred Qualifications

High School graduation and two-year post-secondary diploma. 4 years related experience or the equivalent combination of education and experience. Experience working in an academic environment an asset. Intermediate skills in Microsoft Office software including Word Excel PowerPoint Outlook and Teams.
Ability to use or learn quickly internet applications including SharePoint One45 Doodle and Entrada.
Strong interpersonal and communication skills with the ability to communicate effectively both verbally and in writing. Ability to compose and edit correspondence reports and other written materials using clear and concise business English.
Ability to gather record and organize information effectively.
Ability to multi-task and prioritize effectively and demonstrate flexibility when priorities change.
Ability to analyze and problem-solve with minimal guidance.
Ability to learn and adapt to new processes or systems.

Ability to develop and maintain cooperative and productive working relationships.
Ability to work independently participate as an effective member in a team environment and demonstrate initiative.
Ability to make thoughtful thorough informed decisions.
Ability to maintain accuracy and attention to detail.

Ability to escalate issues appropriately.
Ability to exercise judgment tact discretion and diplomacy.