Sr. Program Assistant, Clinical Ed Admin

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Sr Program Asst-Med Ed (Gr8)Job TitleSr. Program Assistant, Clinical Ed Admin (Year 3)DepartmentClinical Education Support 1 | Medical Undergraduate | Faculty of MedicineCompensation Range$4, $5,102.00 CAD MonthlyPosting End DateApril 22, 2024

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

Job End Date

This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

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.

This multi-incumbent position is primarily responsible for the coordination and operational delivery of MEDD 431 (Year 3) in the Medical Undergraduate Program (MDUP) at the Vancouver Fraser Medical Program (VFMP). It also provides central program support in various areas to the distributed program sites: Island Medical Program (IMP), Northern Medical Program (NMP) and Southern Medical Program (SMP). As part of the Clinical Education Administrative Team (CEAT) in VFMP, core duties also include tasks supporting the Visiting Students and Year 4 portfolios. This position will collaborate with Faculty leads, Departmental Administrators, Program staff across the province and other units in UG Education.

This position has the option of a hybrid work arrangement after the designated probation period.

Organizational Status

The incumbents report directly to the Team Lead, CEAT and takes direction from the Clinical Education Co-Managers.

Work Performed
-Serves as the main point of contact for the MEDD 431 course and Year 3 inbox. Handles student, staff and faculty inquires of both a routine and non-routine nature. Interprets guidelines, policies and procedures in determining how the matter should be handled and what type of action should be taken; or refers the matter to the appropriate person.

Provides administrative support for meetings and student information sessions: scheduling, room booking, agenda preparation, minute taking and communication (e.g. sub-block meetings & Year 3 information session).

-Coordinates the drafting and dissemination of student memorandums (e.g. end of block memos & registration memos).

Liaises with faculty and other teams who support the planning, implementation and assessment of the MEDD 431 course (e.g. VFMP Departments, Provincial Learner Assesment Team, Curriculum Management Unit, Student Affairs, etc.).

Responsible for processing Visiting Student applications for the Electives program through the Association of Faculties Medicine of Canada (AFMC) National Portal for both Canadian and International students. This includes vetting the applications to ensure the eligibility requirements and criteria are met.

Responsible for implementing leaves of absence and accommodations for students. This includes processing and tracking requests; documenting and scheduling modified programs; coordinating return to studies activities; and managing all related administrative tasks.

Responsible for coordinating the stream lottery for the Year 3 program across the province. This includes collaborating with the sites on generating the master schedule and group rotation list, verifying students lists and managing the timeline with the clinical departments.
- Generates updates and distributes the master class list to all stakeholders via email mailing lists and multiple online platforms.
- Manages student preparation for Year 3. This includes creating photo composites, sending the necessary documentation to provision hospital room and computer access for students. As well as generating student stipend appointments in Workday for all students provincially.
- Updates and maintains information on Entrada (the electronic course resource for students). Performs regular audits of curricular content. Primary resource for Entrada user training and support for Year 3 Program Administrators and staff in the clinical departments and sites.
- Generates and maintains relevant student, departmental and meeting-specific mailing lists and sharepoint sites.

Other Duties:
- Implements new policies and procedures in collaboration with the Clinical Education Co-Managers, Administrative Director, Faculty leads and other program staff.
- Works closely with the Clinical Education Managers for developing new administrative systems and procedures to provide continuous quality improvement. Coordinates implementation and communication to all stakeholders.
- Unanticipated projects may evolve and this position will be key in supporting these initiatives
- Provides coverage and support for other CEAT portfolios as needed.

Continuous maintenance and updating of Job manual.
- Participates in invigilation of exams across the MDUP.

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

Consequence of Error/Judgement

Impact of error is considerable as the incumbent is dealing with time-sensitive and often confidential information. Errors in judgment could have immediate repercussions for the clinical faculty, trainees, staff on-site and on medical education program delivery. Missing deadlines may negatively impact a students academic standing. Inappropriate or delayed actions could adversely affect the credibility of the unit, the Program, and the Faculty of Medicine as a whole.

Supervision Received

Duties are performed independently, under minimal supervision.

Supervision Given
None.

Minimum Qualifications

High School graduation and two year 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

Office and administrative experience preferred. Relevant UBC experience preferred.

Ability to effectively use Microsoft Outlook, Word, Excel, Teams, SharePoint, Adobe Pro, Qualtrics and Zoom at an intermediate level. Experience with One45, Entrada (i.e. Elentra) and/or the AFMC Portal is an asset.

Positive approach to work. Flexibility and adaptability to changing environments and systems. Ability to maintain collaborative and effective working relationships within a team environment.

Ability to work independently with minimal supervision, demonstrate initiative and see tasks through to completion. Ability to effectively manage multiple tasks and priorities. Ability to remain calm under pressure in a fast-paced, high-volume environment with critical deadlines.

Ability to plan, schedule, and organize a variety of complex events. This includes maintaining electronic calendars, reconciling scheduling conflicts, coordinate events with a wide variety of stakeholders, and schedule the day's activities appropriately.

Ability to gather, record, and organize information. Demonstrate high level of attention to detail. Ability to compose correspondence, reports, and other written materials in a clear and concise manner.

Ability to exercise judgment, tact, discretion, and diplomacy. Ability to determine the nature and urgency of inquiries and issues, and triage appropriately. Ability to make thoughtful and informed decisions, and to know when to act independently or to seek assistance.

---