Assessment and Evaluation Coordinator

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Sr Program Asst-Med Ed (Gr8)Job TitleAssessment and Evaluation CoordinatorDepartmentAssessment Operations Support | Medical Undergraduate | Faculty of MedicineCompensation Range$4, $5,102.00 CAD MonthlyPosting End DateSeptember 11, 2024

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

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 Description Summary

Our Vision: To Transform Health for Everyone.

Ranked among the world's 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 12,000 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 Faculty—comprised of approximately 2,200 administrative support, technical/research and management and professional staff, as well approximately 650 full-time academic and over 10,000 clinical faculty members—is 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.

This position is primarily responsible for the administrative student assessment support of the Years 3 and 4 Undergraduate Medical Education (UGME) program, focusing on Vancouver Fraser Medical Program (VFMP). The incumbent will work as part of the Provincial Learner Assessment Team (PLAT). Student Assessment encompasses a wide range of assessment modalities, systems and processes. This position will work closely with Faculty Leads, Program Managers, Program Staff, and other units in the MD Undergraduate Medical Program (MDUP) at VFMP and across the province at the distributed sites.

Organizational Status
This position directly reports to the Manager, Provincial Learner Assessment Team and works closely with the Clinical Education Administrative Team (CEAT) and Years 3-4 clinical department administrators.

Work Performed

Year 3 and 4 Assessment Operational Duties:
1) Oversees the assessment data collection process for year 3 clerkship and year 4 electives and ensures detailed tracking of completed assessment forms and assignments. Responsible for generating reports and flagging student issues to the Regional Student Promotions Subcommittee (RSPS).

2) In collaboration with the Year 3 and 4 CEAT administrative team, maintains the VFMP student performance tracker for assessment and curricular concerns. This includes implementing assessment guidelines and requirements for escalation purposes.

3) Collaborates with the Assessment and Evaluation (A&E) Coordinators and Program Managers across the province at each regional site.

4) Responsible for tracking, monitoring and reporting on Workplace based assessments for year 3 clerkship and year 4 electives that include Mid-Rotation/Elective assessments, End-of-Rotation/Elective assessments, Direct Observations and must-see must-dos.

5) Monitors low-performance flags and escalates them to the faculty lead and CEAT administrative team with student summary for review.

6) Coordinates the process of individual score reports (ISRs) distribution for all students in collaboration with the Assessment and evaluation Coordinators across the distributed sites. This includes conducting quality assurance checks and uploading VFMP ISRs via an online tool.
7) Participates and/or invigilates written and online examinations, approximately 2-4 exams per term.

Administrative Duties:
1) Responsible for coordinating and supporting the Clinical Performance Review (CPR) meetings with Faculty.

2) Prepares documentation for the VFMP Regional Students Promotions Subcommittee (RSPS) meetings, including collating student grades/promotions roster and student performance tracker.

3) Handles student inquiries of a non-routine and routine nature; interprets guidelines, policies and procedures in determining the best course of action; or refers the matter to the appropriate person.

4) Supports unanticipated projects and program initiatives.

5) Participates in the continuous quality improvement of the administrative assessment systems and tools that support assessment in Years 3 and 4 in VFMP.

6) Develops and implements administrative procedures related to the implementation of assessments in order to ensure they are sustainable and in accordance with department/MDUP policies.

7) The incumbent must be cross-trained with other members of the PLAT in order to provide support during peak times of high workload and absences.

Consequence of Error/Judgement
Diplomacy and empathy are required to interact with Faculty and respond to students' concerns related to the UGME curriculum. The impact of error is considerable, as the incumbent will deal with time-sensitive and confidential information. Errors in judgment could have immediate repercussions for the clinical Faculty, trainees, staff and medical education program delivery. Missing deadlines may negatively impact a student's academic standing. Inappropriate or delayed actions could adversely affect the credibility of the unit, the Program, and the Faculty of Medicine as a whole.

Errors that lead to the breach of confidentiality of either examinations or student 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
Duties are performed independently as required under minimal supervision.

Supervision Given
None.

Qualifications

High school graduation and two years post-secondary diploma. 4 years related experience or the 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

High attention to detail. Ability to gather, record, and organize information effectively. Ability to multi-task and prioritize effectively and demonstrate flexibility and a can-do attitude 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 both independently and participate as an effective member in a team environment. Ability to work under pressure in a fast-paced, high-volume environment with critical deadlines. Must have intermediate skills in Microsoft Office suite. 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. The ideal candidate has knowledge of UBC and Faculty of Medicine policies and procedures. Experience working in an academic environment. Works in a collaborative and inclusive manner to foster equitable experience for the UBC community.

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