Pre-clerkship Program Coordinator, Year 1&2

2 weeks ago

University of British Columbia Okanagan campus, Canada University of British Columbia Full time

Staff - Union

Job Category

BCGEU Okanagan Support Staff

Job Title

Pre-Clerkship Program Coordinator, Year 1&2

Department

UBCO | Year One and Two Program Support | Southern Medical Program | Faculty of Medicine (Allison Gilbert)

Posting End Date

May 27, 2023

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

Job End Date

Dec 20, 2023

This position is a 6-month maternity leave coverage. 0.6 FTE to August 14, 1.0 FTE Aug 14 - Dec 20, 2023.

Position Summary

This position provides administrative coordination and support for Years 1 and 2 students while complete their mandatory pre-clerkship training. MEDD 411, 412, 421, 422, 419 and 429 courses include areas of lectures, labs, small and large group learning, clinical skills, family practice office visits, hospital visits and community or research-based projects and sessions.

The incumbent, working with the Year 1 and 2 Program Manager and Course Directors, liaises with faculty, tutors, staff and students of the Southern Medical Program, and with administrative staff and faculty across all provincial sites. The program, and this position, is in a state of evolution whereby duties may be added or removed as operational requirements are developed and refined. This position will require an individual who is comfortable in an atmosphere of ambiguity where systems and processes are continually refined and improved.

Organizational Status

This position reports to the SMP Years 1 and 2 Program Manager and works closely with SMP Site Directors, provincial Course Managers, provincial and local administrative staff and provincial and local Assessment and Examination Administrators. The incumbent communicates and works independently with SMP medical students, clinical faculty, instructors, tutors, medical office assistants, and community representatives throughout the Okanagan area.

Work Performed

1. Provides Program Coordination and Support:

- Manages the development and delivery of first
- and second-year course schedules, timetables, learning materials, objectives, faculty development materials, policies and other logistics for distribution to students, course directors, faculty, and preceptors.
- Produces, gathers, and collates learning materials from various sources and ensures they are posted to provincial Learning Management System and/or distributed to learners or preceptors.
- Anticipates, coordinates and troubleshoots local preceptor recruitment, scheduling, and optimal student/teacher groupings; troubleshoots preceptor shortages and cancellation issues.
- Maintains a thorough understanding of course materials and session requirements to support delivery of learning sessions, and in support of the preceptor and Course Directors.
- Ensures effective internal and external communications between the local and provincial staff, students, faculty, and preceptors and handles student and faculty enquiries with timely responses, while flagging key issues.
- Maintains confidential SMP databases and student groups/profiles for information pertaining to physicians, health professionals, students and faculty.
- Manages room bookings; ensures venues are appropriate to learning event.
- Ensures local and video-conference sessions are set-up and lecturer is supported for academic program delivery.
- Plans and supports faculty development events and student orientation sessions; arranges catering for events per established policies and procedures.
- Communicates with community leaders to coordinate and facilitate expanded educational opportunities for students.
- Coordinates, participates or attends education development or administration committees.
- Assists in implementing planning and policy/procedure development related to overall program priorities.
- Prepares and distributes agendas, provides meeting materials, takes and distributes minutes.
- Ensures access and provides training or support to faculty and tutors in use of the student/faculty web-based systems.
- Procures learning environment consumables and monitors medical equipment needs as required.
- Assists with travel arrangements for visiting teachers and ensures required travel documentation is provided to SMP Finance Clerk.
- Creates and maintains site Standard Operating Procedures (SOP) manual and Records Classification System for local position.

2. Supports Teaching Payments:
Responsible for gathering, tracking and data-entering of teaching activity by Faculty of Medicine (FoM) preceptors to ensure accurate and timely payment; in accordance with the payment schedule and, as it relates to Faculty of Medicine Compensation Terms.

3. Supports Assessment and Evaluation Process
- Works with SMP Assessment and Examination Administrator and Teacher Assessment Support Analyst to support the assessment and examination processes. These processes must strictly follow accreditation standards as set forth by the Liaison Committee for Medical Education (LCME)

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