Examinations Site Administrator

Staff - Non Union

Job Category
M&P - AAPS

Job Profile
AAPS Salaried - Administration, Level A

Job Title
Examinations Site Administrator

Department
Assessment Operations Support | Medical Undergraduate | Faculty of Medicine

Compensation Range
$5,622.33 - $8,081.00 CAD Monthly

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 position. In 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
March 18, 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. 

Job Description Summary

Responsible for planning, delivering and improving all aspects of medical assessment delivery from Years 1 to 4 and licensure for the UBC MD Undergraduate Program (MDUP) and the Medical Council of Canada (MCC). Assessment pieces include written examinations, progress testing, and Objective Structured Clinical Examinations (OSCEs) using online platforms to deliver exams. All examinations must be delivered consistently and equitably across the distributed sites for MDUP exams and across Canada for MCC exams.
Organizational Status
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.

Reports to the Manager, Provincial Learner Assessment Team (PLAT) and is supervised by the Team Lead, Exam Site Administrator. Works closely with the Director of Assessment and the OSCE Pillar Lead. Collaborates with Faculty, Deputy Registrars, Chief Examiners, the Standardized Patient (SP) Program, and Senior Assessment Coordinators in the Faculty of Medicine. Also, work closely with the Lead Assessment Faculty, contracted physician assessors and site support staff.
Work Performed
OSCE
1. Leads all elements, including organizing, planning and executing of the Years 1 and 3 Formative OSCEs, Years 1 to 4 summative OSCEs, supplemental OSCEs in MDUP, and external OSCEs for MCC.

2. Participates as a member of the Advisory Operation Assessment Group.

Delivering Programmatic Assessment
1. Manages the case selection process for the OSCEs with Faculty leads.
2. Assists faculty leads and subject matter experts to develop, test and research new patient cases and assessment competencies by providing input on logistical feasibility.
3. Develops exam material for provincial OSCE delivery, including detailed procedure manuals for all stakeholders.

Reporting and Continuous Improvement
1. Facilitates the collection of post-OSCE feedback from physician examiner, SP, student and support staff for the purpose of continuous quality improvement and future exam development.
2. Participates in the standard setting of UBC MDUP OSCEs and follows up on remediation and/or deferred exams when necessary.
Written Examinations and Progress Tests
1. Coordinates all aspects of all major written examinations delivered via the online platform in the UBC MDUP, including lab examinations in accordance with UBC Senate Policy across all sites. This includes communication with faculty leadership, MD students, distributed program managers, assessment and evaluation coordinators, and staff and hired invigilators.

2. Schedules ad-hoc examinations for the students by consulting relevant program stakeholders.

3. Develops post-exam summary reports to communicate exam incidents across the distributed sites to the faculty leadership.

Student Management
1. Contributes to the precise and close tracking of students with assessment accommodations. The incumbent will work closely with the Centre of Accessibility to ensure exam accommodations are put in place correctly and communicated to the students regarding exam accommodations and exam scheduling.

2. Assists in the management of student accounts on written exams and OSCE delivery software.
Financial Reporting and Database Management
1. Produces financial reports for the Manager, Provincial Learner Assessment Team, FOM and MCC finance department during the planning phase, end of planning and post-mortem of the OSCE.
Human Resources
1. Recruits, schedules, and manages written exam staff invigilators and support staff and Physician Examiners (clinical Faculty and community doctors) for OSCEs.

2. Collaborates with Faculty Development to implement training workshops and orientations.
3. Trains OSCE support staff (CUPE 2950) through the development and delivery of orientation workshops and the creation of a detailed OSCE position procedure summary.
Consultation with Internal/External Organizations and Stakeholders
1. Liaises with the Medical Council of Canada to ensure consistency of exam administration according to guidelines that are consistent across sites in Canada
2. Works with colleagues across all distributed sites and Ottawa to recommend and implement improvements on examination processes. Provides recommendations to leadership regarding efficiencies in exam administration and delivery methods.
3. Recommends and implements improvements on written and online examination processes through the collection and interpretation of both student and examiner evaluations by working with colleagues at distributed sites and Ottawa.
4. Makes recommendations to the Director of Assessment and the Manager, PLAT, regarding the exam administration and delivery methods based on the VFMP experience and implements change where necessary.
Consequence of Error/Judgement
The impact of error is considerable as the incumbent would be dealing with sensitive, confidential information that must be widely distributed. Any errors in the decision could potentially have legal, financial and operational repercussions for the Faculty, students, general public, staff and integrity of the Dean s Office and Faculty as a whole.
The individual will be expected to exercise considerable judgment in prioritizing and scheduling their work. Diplomacy is required in interacting with Faculty, undergraduate students and exam candidates and concerns related to the exams. The OSCE format is extremely complex, and errors in the organization would impact student performance, the reliability of the exam, the cost of delivering the exams, and potential appeals from students.

The position requires the ability to make decisions quickly and under stress when in an exam setting. Inappropriate judgment in these situations can result in appeals by students or candidates or the invalidation of exam results. If confidential materials are not stored/secured adequately, the entire integrity of the exam would be compromised, which could lead to candidate scores becoming invalid or possibly the cancellation of the exam.
 

Supervision Received
 

Works independently with minimal direction from the Manager, Assessment Operations and the Director of Assessment, MD Undergraduate Program. Is supervised by the Team Lead, Exam Site Administrator.
Supervision Given
Responsible for the supervision of approximately 45 temporary staff for each OSCE and temporary staff throughout the calendar year as needed. Indirect supervision of approximately 75 physician examiners per exam and Chief Examiners/Deputy Registrar. OSCEs occur approximately  6-8 times per year; written exams occur approximately 25-30 times per year.
Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of two years of 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
Highly developed and proven analytical and organization skills with high accuracy, superior attention to detail, and independent error-checking capability. Ability to manage time effectively and plan work with multiple deadlines appropriately. Excellent verbal and written communication skills. Excellent interpersonal and diplomacy skills as well as demonstrated ability to work effectively in intercultural spaces and assessment environments. Models commitment, an inclusive client-service mindset, and respect for others, including students and community collaborators with visible and/or unseen disabilities. Ability to work effectively in cross-functional teams and to develop effective working relationships and best practices with students, Faculty, staff and community collaborators. Ability to exercise leadership, a high degree of judgement, tact, discretion, and initiative in all areas of responsibility . and to manage potentially difficult situations. Ability to be diplomatic in stressful situations. Must have strong problem-solving skills. The ability to recognize sensitive and confidential matters and respond appropriately. Ability to work independently, set priorities, and maintain tight deadlines. Ability to work both independently and within a team environment. Ability to be flexible to work outside of normal hours (weekends and evenings) and travel locally when required. Knowledge of medical terminology is preferred.