Assessment & Examinations Administrator, Years 3 & 4

Staff - Union

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Salaried - Support Services Coordinator I

Job Title

Assessment & Examinations Administrator, Years 3 & 4

Department

UBCO | Year Three and Four Program Support | Southern Medical Program | Faculty of Medicine

Compensation Range

$5, $5,963.00 CAD Monthly

Posting End Date

October 26, 2025

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

Job End Date

Ongoing

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 Summary

This position coordinates and administers all aspects of assessment and examination requirements for Years 3 and 4 of the undergraduate medical program at the SMP. Student assessment incorporates a variety of examinations: written; video; oral; physical; in-house multiple choice examinations and Objective Structured Clinical Examinations (OSCEs). Other forms of assessment include mid, and/or end of block/rotation assessments based on clinical performance, Work-Based Assessments, logging clinical encounters, CEX s, case presentations, and assignments. The SMP assessment and examination processes must strictly follow accreditation standards set forth by the Liaison Committee for Medical Education (LCME) and UBC Policies and Procedures, which includes a comprehensive absence policy. The incumbent will be in a position of significant trust and responsibility and be privy to highly confidential materials.

Until the renewed four-year curriculum has been fully implemented, this position is in a state of evolution whereby duties may be added or removed as operational requirements are developed and refined. This individual will be working in an environment of ongoing change and evolution, which necessitates the development and deployment of new systems and procedures where none previously exist.

Organizational Status

The Assessment and Examination Coordinator, Years 3 and 4 reports directly to the Clinical Education Program Manager, Years 3 and 4. In addition, the incumbent will regularly communicate and work effectively with SMP Faculty Leads, faculty, staff, students, representatives of the partner universities (UVic and UNBC), representatives of the Interior Health Authority, and other external organizations as required.

Work Performed

Assessment and Examination Coordination:

• Assists with building the provincial Clinical Clerkship student assessment system in a specialized assessment and scheduling technology (currently One45, Entrada, Medicol and Fluid Survey) and works together with the Program Managers and Faculty Leads to ensure a consistent student assessment at each regional site.

• Distributes, collects and processes all forms of assessment at the end of each clinical rotation and block. Assessment tools include preceptor assessments, written and online examinations, workplace-based assessments, OSCEs, portfolios, and clinical procedure logging.

• Reviews assessment data to ensure student progress is closely monitored; advises course directors, site leads and provincial managers of issues arising from student assessments; follows up on action items as directed.

• Troubleshoots any technical or other issues relating to the distribution, completion or return of student assessment forms.

• Compiles and enters detailed grade information on multiple and uniquely weighted formulas within spreadsheets and databases.

• Provides peer guidance and support to Assessment and Examinations Administrators and Program Coordinators at four sites to ensure standardized communication, assessment and examination processes are met across the provincial program.

• Works with faculty to ensure understanding and completion of teaching assessments. Responds to preceptor inquiries and relays complex issues to the manager and site directors as appropriate.

• Compiles confidential qualitative reports and liaises with the site leads and staff in distributing this data for faculty teaching portfolios, promotions and various reviews.

• Works collaboratively across the province with the Examination Leads by supporting the planning, coordinating and delivery of each exam. This includes training and direction to invigilators for written or clinical exam procedures and ensures any incidents (security or other) are documented and processed according to UBC Faculty of Medicine policies.

• Leads the operational preparedness of the year 3 and 4 Objective Structure Clinical Exams (OSCEs) by recruiting and coordinating sufficient faculty and staff; developing schedules and training plans, leading orientation sessions, developing complex space logistics and clinical set-up, procuring medical equipment and ensuring a full contingency plan.

• Executes the full day OSCE events, collaborates with the Standardized Patient Recruiters and Trainers, provides set-up of examination environment including props, coordinates students, faculty and support staff, and troubleshoots issues as they arise under stressful conditions.

• Organizes and/or invigilates all written (or online) clinical exams including remedial, supplemental, deferral and accommodation examinations.

• Coordinates exam sessions with the AV Analyst, and ensures support is established and consistent.

• Ensures the maintenance of stringent procedures during all examinations, including the collection, handling, and entering of student grades and the adherence to strict deadlines.

• Troubleshoots material, environmental, technical or other issues relating to examinations and notes recommendations for improvement via incident/summary reports and provincial standard setting meetings.

Student Absence and Record Maintenance

• Tracks, compiles and develops student absence reports in One45 and MS Excel for Program Manager, Site Leads, Assistant Dean of Student Affairs, and Regional Associate Dean.

• Alerts Site Directors and Clinical Education Program Manager of professionalism concerns as needed.

• Guides staff, students, and teachers on the MDUP attendance policy.

• Notifies teachers of anticipated student absences.

• Provides administrative support for students on special or long term leaves.

General Administrative Support

• Provides program support to local and program colleagues, including Program Manager, during absences.

• Works with SMP team to establish new internal policies, procedures and workflows.

• Develops and maintains a database for expense tracking of OSCEs.

• Tracks examiner time, prepares accurate data for entry into teacher tracking system and reconciles to ensure accurate payments. Provides coverage for Clinical Education Program Manager for validation of payments in cases of her absence.

• Prepares documentation for the Student Promotions Review Board, Regional Student Promotions Committee (RSPC), and Student Academic Development Committee (SADC) and presents information as required.

• Participates with non-voting membership on the RSPC.

• Creates and maintains site Standard Operating Procedures (SOP) manual and Records Classification System for this position.

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

Consequence of Error/Judgement

The incumbent will be working within a high-performing team environment and will participate in finding solutions to issues. The incumbent must be able to work independently and set priorities. The position will require the ability to make decisions quickly and under stress when in an exam setting. Inappropriate judgment in these situations can result in appeals by candidates or the invalidation of exam results and could potentially have repercussions for the faculty, staff, students, general public and image of the SMP and Faculty as a whole. Tact, diplomacy, confidentiality and excellent interpersonal skills are key skill requirements.

Errors in judgment, or ineffective communication, may compromise the effectiveness of the SMP and could have negative impacts amongst stakeholders.

Supervision Received

The Assessment and Examination Administrator reports to the Clinical Education Program Manager, Years 3 and 4. S/he is expected to work with minimal level of supervision. Unusual issues, or decisions where clear procedures are not available, will be directed to the Clinical Education Program Manager, Years 3 and 4, Site Directors, or the Administrative Director as appropriate for direction, advice and collaboration.

Supervision Given

Oversees examination environments and is responsible for providing direction and training to support staff in invigilation roles for written exams. Is responsible for the recruitment, training and direction of approximately 13 staff members (support and auxiliary staff) to administer each of the Objective Structured Clinical Examinations (OSCEs), OSCEs occur four times per year. Provides input to performance reviews relating to examination and invigilator duties. Supports the SMP Faculty Leadership in recruiting, coordinating and training approximately 18 physician examiners for each OSCE.

Minimum Qualifications

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 school graduation, plus a minimum of two years post-secondary education.

• Over four years of experience providing direct, high level relevant administrative program support in a University or large, complex health care organization, or equivalent combination of education and experience.
• Attention to high level detail must be maintained.
• Demonstrated strong interpersonal, planning, independent problem-solving and organizational skills. Superior skills in verbal and written communication.
• Advanced user of MS Office Suite (Word, Excel, Access, PowerPoint), FileMaker Pro, web browsers, MS Outlook.
  
  Superior knowledge of file and records classification systems and processes.
  
  Solid knowledge of database principles and functionality.
• Some travel to UBC Okanagan campus and other hospital/clinic sites may be required.
• Ability to exercise high level of tact and discretion, project positive image and be diplomatic in stressful situations while maintaining confidentiality in dealing with patients, students and faculty.
• Ability to type 60 wpm, dictation/transcription and ability to take minutes.
• A broad and extensive knowledge of university policies and the UBC medical school s curriculum is an asset.
  
  Knowledgeable regarding communities within the Interior of BC.
• Flexible, comfortable working in ambiguity, and high action orientation and invigorated by change.
  
  Flexibility regarding work hours and ability to work after regular hours is required.
• Comfortable learning new technologies and experience with audiovisual/videoconference equipment.
• Planning experience, especially in the planning of events/projects
• Ability to work independently, within a team environment and with cross-functional, inter-institutional teams
• Demonstrated ability to take initiative and to work under pressure to meet constant deadlines.
• Good understanding of University administrative processes, hospital/health authority structure preferred and a demonstrated understanding of medical terminology is an asset.