Program Manager (Years 1 & 2 )

Job Category

Job Profile

Job Title

Department

Compensation Range

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 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

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

Job End Date

Please include a cover letter with your application.

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 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.

Background

The Southern Medical Program (SMP) is one of four distributed Medical Undergraduate Programs (MDUP) within The University of British Columbias (UBC) Faculty of Medicine. This innovative distributed program is delivered collaboratively through the University of Northern British Columbia (UNBC) University of Victoria (UVic) and both UBC Vancouver and Okanagan campuses. Students are admitted to each of the four programs every year: the Island Medical Program (IMP) at UVic the Northern Medical Program (NMP) at UNBC and at UBC the Vancouver Medical Program (VFMP) and the Southern Medical Program (SMP) at UBC Okanagan campus. All students will receive their medical degrees from UBC.

Position Summary

This position is responsible for managing the administration of Years 1 and 2 curricular and assessment activities at the SMP and the operational oversight of one MDUP course (ex: MEDD 412) across the MDUP sites. Extensive collaboration is required with faculty leadership and administrative colleagues across the MDUP sites to deliver the education program and implement quality improvement initiatives in the Interior region.


Organizational Status

The position reports to the Administrative Director and works closely and collaboratively with the faculty leadership Course Directors and administrative managers and staff (local and provincial). This position is expected to communicate and work effectively with individuals throughout UBC Faculty of Medicine distributed medical education sites and the Interior Health Authority.

Work Performed

Oversees the operations and delivery of Years 1 and 2 at the Southern Medical Program (SMP):

• Implements strategic plans goals objectives and supports the long-term vision for Years 1 and 2 at the SMP in collaboration with local and provincial leadership.

• Works closely with faculty and leadership participating as a key member on local and provincial committees and working groups to review program and operational needs direct workflow and problem solve with respect to the program development delivery and innovation.

• Develops and maintains operational linkages and facilitates communication across the MDUP sites and supporting units such as Curriculum Management (CMU) eLearning groups IT Provincial Learner Assessment Team (PLAT) Evaluations Unit Faculty Development regarding program delivery innovation and on-going quality improvements.

• Manages the recruitment tracking and payment of instructors according to UBC policies and procedures; acts as a point of contact for questions from program staff and faculty leadership.

• Works with Community-based organizations to schedule experiential and/or service-learning opportunities for students.

• Oversight of Year 1 & 2 assessment activities and examinations at the SMP education sites.

• Ensures that schedules instructional materials and program documentation is available for students and faculty and stored in compliance with MDUP and UBC processes and protocols.

• Manages complex and confidential data and files e.g. assessment and promotions results compliance with MDUP and UBC processes and protocols.

• Collaborates with other managers to streamline operations ensure cross-site comparability effectively allocate resources and support the learning experience across years of the MDUP program and with PGME programs in the Interior.

• Contributes to shared data and records associated with SMP education (example: clinical faculty and adjunct database).

• Monitors administrative expenditures as it relates to program delivery at the SMP.

• Liaises with faculty and staff to ensure equipment consumables teaching space and resources are available to support successful program delivery.

• Participates in planning and coordination of events as relevant to the position and through collaboration with local and provincial colleagues (example: Year 1 Orientation; information sessions across Year 1-4).

Oversight of local Patient Programs activities at the SMP:

• Collaborates with the MDUP Provincial Patient Programs Manager to support the comparable delivery of MDUP patient programs activities across the distributed sites.

• Oversees systems documents and records related to Patient Programs activities ensuring compliance with UBC policies.

• Oversees the collaboration between the Patient Programs and curricular and assessment activities to integrate and support delivery in consideration of scheduling participant recruitment room utilization equipment and other resources.

Oversight of provincial operations for 1 (of 4) MEDD courses within the Year 1&2 MDUP curriculum (example: MEDD 412):

• Serves as strategic advisor to provincial MDUP leadership on provincial delivery of MEDD course operations.

• Develops recommends implements administrative policies procedures and systems through collaboration with colleagues across MDUP sites and delivery areas (examples: Admissions Student Affairs Assessment; Evaluations).

• Is accountable for the successful delivery of the course across the province ensuring a comparable experience for all students across all sites as per MDUP accreditation standards.

• Supports MEDD Course Directors in the organizational development and course delivery managing course scheduling for lectures labs and case-based Learning.

• Collaborates with the provincial managers and staff to ensure administrative resources are identified and workload is distributed appropriately across sites and ensure administrative decisions for one course is workable across all courses.

• Ensures students receive timely and accurate communicate regarding schedules changes to schedules and education activities and program information.

• Creates and maintains Standard Operating Procedures (SOP) procedures manual and Information Management System for this position.

• Performs other related duties as necessary in keeping with the qualifications and requirements of this position.

Consequence of Error/Judgement

It is imperative for the Program Manager Years 1 and 2 to build and maintain effective relationships with faculty and staff responsible for program delivery at the various MDUP sites to advance the strategic objectives and goals of the medical school. As a key contact for students faculty staff and leadership this position must have the trust and confidence of many individuals and groups. This position will be required to work independently and will need to exercise judgment in the development of relationships and program development and management. They are responsible for day-to-day decision making with little guidance and keeping UBC staff and faculty informed and on track to ensure that objectives are met. Due to the complexities and sensitivities of the relationships between the partner universities the consequence of error in this position is high. Information provided must be accurate and timely and the incumbent must keep abreast of the evolving challenges of expansion and distribution. Errors in judgment or ineffective communication will compromise the effectiveness of the Faculty of Medicine leadership in the Interior health region and could reflect negatively on the Faculty the MD Undergraduate Program and the University. Excellent professional judgment and deportment are critical.

Supervision Received

This position reports to the Administrative Director. The position works independently with minimal guidance and demonstrates significant independence in establishing procedures while maintaining objectives and resolving conflict as it arises. Problems relating to students behavior and academic performance are referred to the relevant faculty leadership. Non-routine problems relating to curriculum content/medical knowledge are referred to the appropriate Course Director.

Supervision Given

This position has direct supervisory responsibility for administrative staff and is required to give direction to others to achieve Years 1 and 2 objectives in the SMP.

Minimum Qualifications

• Undergraduate degree in a relevant discipline. Minimum of three years related experience or the 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

• Demonstrated experience working in a university or large complex organization

• Knowledge and experience in medical student programs are an asset

• Excellent interpersonal and diplomacy skills as well as demonstrated ability to develop effective working relationships with community members staff faculty and students;

• Enthusiasm to nurture an environment that celebrates diversity builds on strengths found in differences and seeks to encourage growth in all members of the team;

• Enthusiasm to work with equity diversity and inclusion-based approaches to advance decolonization and Truth and Reconciliation initiatives;

• Demonstrated experience working with senior levels of leadership both within and outside the organization

• Advanced skills in Microsoft Office suite or equivalent; web browsers MS Outlook databases

• Experience with audiovisual/videoconferencing equipment preferred

• Demonstrated independent problem solving and organizational competencies

• Demonstrated superior oral and written communications and ability to build and maintain excellent interpersonal relationships

• Demonstrated ability to take initiative and set priorities and to work under pressure to meet constant deadlines.

• Demonstrated ability to exercise high level judgment tact and discretion

• Champion change and innovation

• Comfortable working in ambiguity and learning new technologies

• Ability to project positive image and be diplomatic in stressful situations

• Comfortable sourcing new information without knowledge of contact people in outside agencies (such as IHA UNBC UVic)

• Ability to work effectively both independently and in a team environment

• Demonstrated knowledge of file and records classification systems and processes

• Ability to work effectively both independently and in a team environment.