Vancouver Summer Program Lead

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

This is a two-year term position with the possibility of extension.

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 Summary

The Vancouver Summer Program Lead Office of the Vice Dean Education (OVDE) is responsible for the strategic planning operational and administrative organization of the Faculty of Medicine (FoM) Vancouver Summer Program (VSP) which includes supporting the implementation education delivery and assessment of the nineteen course packages offered through Faculty of Medicines addition during slower VSP season (November February) the position is responsible for leading a variety of one-time annual or ongoing projects or initiatives within the Office of the Vice Dean Education.

The position will support a wide range of initiatives and often will deal with highly confidential and sensitive material and matters. A high level of integrity is required in maintaining confidentiality and the incumbent must be comfortable working in areas of ambiguity challenge and change.

The position will be based at the UBC Vancouver Campus. The incumbent will be required to work flexible hours (some evenings and weekends) with occasional travel to other sites (e.g. Gordon and Leslie Diamond Health Care Centre) to support FoM VSP and project activities within the Office of the VDE.

Organizational Status

Vision: Transforming Health for Everyone

The Faculty of Medicine VSP is a four-week two-course academic program that provides undergraduate students globally with the opportunity to experience Canadian health and life sciences education at its best while learning about Canadian practices and culture through engaging classes and social activities. First delivered in 2013 the VSP is part of a UBC-wide summer program. The program as a whole increased exponentially from 2013 to 2019 but was paused in 2020 and 2021 due to the COVID-19 pandemic and started running again in 2022. The program consists of two four-week sessions: June July and July August.

For more information about the Vancouver Summer Program at UBC please visit this website: Vancouver Summer Program UBC.

The Office of the Vice Dean Education (OVDE) oversees multiple annual education budgets and for provides strategic leadership guidance and operational support to all educational programs within the Faculty of Medicine across British Columbia. These programs include the MD Undergraduate Program (MDUP) which is delivered provincially through the Island Medical Program (IMP) at the University of Victoria the Northern Medical Program (NMP) at the University of Northern British Columbia the Southern Medical Program (SMP) at the University of British Columbia Okanagan (UBCO) and the Vancouver Fraser Medical Program at the University of British Columbia (UBC) Postgraduate Medical Education (PGME) Health Profession (HP) programs Continuing Professional Development Faculty Development Vancouver Summer Program and all other educational support units that support the teaching and education delivery of the Faculty of Medicine undergraduate graduate and postgraduate programs.

Work Performed

• Responsible for the strategic planning operational management and execution of the Vancouver Summer Program (VSP) within Faculty of Medicine (FoM) ensuring effective implementation and continuous quality improvement.

• Lead liaison between the Course Package Leads and VSP Central Team. Identifies and communicates high priority requests to both parties and takes initiative in preventing and resolving issues related to VSP.

• Leads student staff to organize and implement non-academic activities that strategically align with FoM and UBC VSP including social activities (approximately two per week) airport arrivals/departures tours program orientation and farewell events. This includes but is not limited to:

o Evaluating options and making recommendations for social activities and related events.

o Liaising with vendors to coordinate/book rooms catering entertainment transportation etc.

o Preparing lists and itineraries necessary for smooth operations.

o Venue set up and tear down.

o Ensuring the cost of activities fall within program budget.

• In consultation with the Senior Manager Office of Vice Dean Education (OVDE) and the Program Director VSP this position develops maintains and monitors the FoM VSP operational budget.

• Manages the full-cycle recruitment and management of student personnel (student staff and volunteers) and as needed other staff roles ensuring compliance with Work Learn and Co-operative Education guidelines and all applicable university policies to support a high-quality employment experience.

• Manages the FoM VSP Advisory Council; attends meetings transcribes minutes produces reports and formal letters as necessary and ensures action items are followed through to completion.

• Ensures records and data are managed securely and in compliance with UBC protocols and privacy legislation.

• Identifies analyzes and provides recommendations on areas of improvement; develops and implements strategies to improve the enrolment process reputation and overall functioning of the FoM VSP.

• Identifies and analyzes emerging trends in international student recruitment and collaboration opportunities; recommends improvements based on findings and develops and implements strategies in consultation with the Program Director VSP and the Senior Manager OVDE.

• Curates presentation slide decks and presents at meetings which may include other stakeholders from across the FoM or the University.

• Drafts marketing and promotional FoM VSP materials in consultation with the Facultys Communication team for publication (print/web); ensures FoM content on UBC VSP webpage is current and up-to-date manages any marketing efforts in consultation with FoM Communication.

• Identifies existing needs or areas of improvement for collaboration opportunities; fosters and facilitates collaboration between relevant groups based on knowledge of the Facultys strategic direction and current priorities.

• Produces a summary program evaluation report and an annual report on the FoM VSP.

• Develops positive and productive working relationships with stakeholders and manages day-to-day communications with stakeholders. This includes liaising and communicating effectively with the UBC Central units (UBC VSP Central office) FoM departments and/or responding to concerns related to VSP operations or projects.

• Deals with faculty members staff students and all others in a professional manner. Consistent with the Facultys Professional Standards the Faculty is committed to the highest level of professionalism in all interactions.

• Performs other duties as required to meet the operational needs of the OVDE.
  
  

Consequence of Error/Judgement

Consistent with the Facultys Professional Standards document the Faculty is committed to the highest level of professionalism in all interactions. This position requires judgment critical thinking tact discretion and initiative to an outstanding degree especially in handling matters of non-routine nature requiring the interpretation of University and Faculty guidelines procedures and policies. The Office of Vice Dean Education routinely deals with sensitive and high priority issues. Tact and discretion in dealing with confidential and sensitive matters is paramount. Errors in judgment with internal and external constituents could have a negative impact on the Office of the Vice Dean Education the Faculty and the University resulting in legal action negative public relations financial costs and loss of credibility.

Work must often meet tight deadlines and requires the incumbent to perform well under extreme pressure. The incumbent is expected to respond well to unexpected circumstances and exercise independent judgment. The incumbent must demonstrate exceptional public relations and interpersonal skills in dealing with the government high profile members and senior administration of the university community. Inappropriate or errant communications of sensitive issues could have a serious impact on operations and have legal implications.

Supervision Received
Reports to the Senior Manager Office of the Vice Dean Education (OVDE) and works in close collaboration with the Program Director VSP.

The incumbent will be expected to work independently under broad directions and minimum guidelines. Work is reviewed in terms of sound judgement practice and effective achievement of specific objectives.

Supervision Given
Oversees administrative staff student staff and student volunteers assisting with the FoM VSP.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum three years 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

• Strong intercultural competence with sensitivity to cultural differences and global perspectives.

• Exceptional attention to detail with the ability to manage multiple tasks accurately and efficiently.

• Proven experience in event planning and coordination including logistics management scheduling vendor coordination and on-site execution.

• Strong public speaking skills including experience delivering presentations to diverse groups are highly preferred.

• Strong organizational and time-management skills with the ability to prioritize competing deadlines in a fast-paced environment.

• Demonstrated diplomacy tact and discretion when handling confidential information and engaging with faculty senior leaders and external partners.

• Demonstrated ability to identify gaps in processes systems or information and develop effective plans to address them.

• Proactive and solutions-oriented; exercises sound judgement navigates ambiguity confidently and escalates issues appropriately.

• Strong analytical and problem-solving skills with the ability to identify root causes and recommend practical solutions.

• Excellent written and verbal communication skills including professional correspondence report writing and minute-taking.

• Experience leading and supervising teams in high-pressure environments including performance management coaching and mentoring.

• Ability to foster collaboration accountability and a respectful team culture focused on shared goals.

• Skilled at building effective working relationships across all levels of an organization.

• Advanced proficiency in Microsoft Office and the ability to quickly learn new systems and technologies.