Program Coordinator, UGME

Staff - Non Union

Job Category
M&P - AAPS

Job Profile
AAPS Salaried - Administration, Level A

Job Title
Program Coordinator, UGME

Department
Education Administrative Support | Office of Education | 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
April 26, 2024

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

Job End Date

Please provide a cover letter as part of your application to be considered.

This position is located within a health-care facility. Therefore, this positions requires successful verification of full vaccination against Covid-19 provided prior to the start date, as required by the 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

The Program Coordinator, Undergraduate Medical Education (UGME) is responsible for overseeing the day-to-day operational and administrative functions for the MD Undergraduate Program (MDUP) UGME Office and the MD/PhD Program. With the MDUP UGME portfolio expanding its scope, this position will be required to work alongside and closely with the UGME Team Lead in splitting the  increased volume of MDUP UGME projects and initiatives. This position will also have direct oversight of the MD/PhD portfolio.

This position fosters effective working relationships with staff and faculty across the MD Undergraduate Program regional sites and Graduate and Postdoctoral Education (GPE) portfolio. Provides operational leadership to CUPE 2950 staff completing work in support of the MDUP and MD/PhD Programs.

The position is based out of Gordon and Leslie Diamond Health Care Centre (GLDHCC). Occasional travel within the Lower Mainland may be required to support UGME and MD/PhD operations and events at other UBC sites.

Organizational Status

Vision: Transforming Health for Everyone

The UGME Office is the strategic, operational, and administrative office for the MDUP. It is responsible for providing critical support and works closely with all MDUP distributed sites. With expanded and distributed undergraduate medical education and postgraduate medical education across the province of British Columbia, the Faculty of Medicine MD Undergraduate Program has four distributed academic campuses, the Island Medical Program (IMP) at the University of Victoria (UVic), the Northern Medical Program (NMP) at the University of Northern British Columbia (UNBC) and the Southern Medical Program (SMP) at the University of British Columbia Okanagan (UBCO), as well as clinical campuses governed through affiliation agreements with all six provincial health authorities.

The combined MD/PhD Program is a 7-year program offered jointly by the Faculty of Medicine and Faculty of Graduate and Postdoctoral Studies and is designed for highly qualified students who want to pursue a career as a clinician-scientist. The program is built upon the standard MD curriculum, but is further ‘customized’ to meet the unique PhD training program requirements of individual students based on their background, previous research experience, and chosen medical field of expertise.

Work Performed

General

• Responsible for the daily operations within the MD Undergraduate Program (MDUP)-Undergraduate Medical Education (UGME) Office and MD/PhD Program portfolio, engaging in continuous quality improvement to ensure the efficient and effective administration, organization, and operations of the portfolio.
• Develops, recommends, and implements administrative policies, procedures and systems, researching and preparing reports for MDUP and MD/PhD Faculty and Administrative Leads pertaining to the MDUP-UGME Office and the MD/PhD Program.
• Develops, recommends and implements standard operating procedures pertaining to the effective operation of the MDUP-UGME Office and MD/PhD Program.
• Provides information, guidance, and direction to current students regarding the MDUP and MD/PhD Program policies, guidelines, and processes.
• Acts as a resource to faculty and staff on a variety of issues related to MDUP and MD/PhD Program students, including the interpretation of University, Faculty, and Program policies, and works with FoM MDUP and MD/PhD faculty and administrative leads to resolve all queries.
• Provides leadership in problem-solving. Independently initiates, researches, prioritizes, and follows up on multiple issues and concerns identified by the Associate Dean, UGME, Director, MD/PhD Program, or the Senior Manager, Office of VDE, including those of a sensitive and confidential nature, determines appropriate course of action, referral or response.
• Manages and oversees the planning of special projects or initiatives by defining scope of work and deliverables that will produce the intended outcome. This includes researching, project documentation including charters, plans, scope statements, schedules, budgets, risk management plans, using a variety of formats.
• Responsible for all aspects of the project cycle including coordinating activities of project teams, analyzing and evaluating outcomes and providing advice on improvements.
• Manages project activities, follows up on action items and deliverables to ensure completion, and keeps the project on track and focused on achieving the intended outcome.
• Reviews academic processes, evaluates for effectiveness, and updates and develops new administrative systems and procedures to enhance efficiencies within the UGME Office and MD/PhD Program. All policies, procedures and systems to be captured within a standard operating procedure manual.
• Directly supervises CUPE 2950 staff, overseeing workflow, vacation schedules and requests for time off; ensuring appropriate coverage for efficient business operations.
• Responsible for recruitment, training, performance review, discipline of staff as needed.  Resolves discrepancies and mediates conflicts.  Unusual matters should be brought forward to the attention of the Senior Manager, Office of the VDE.

MD Undergraduate Program (MDUP) - Undergraduate Medical Education (UGME) Specific

• In collaboration with the members of the Policy Advisory Subcommittee (PAS), reviews, assesses, updates, and develops student policies, procedures, and systems within the MDUP to better serve students or make delivery of the program more efficient. This includes attending and participating in the PAS meetings.
• Works with the Student Transfer Subcommittee (STS) to facilitate student requests for transfer between sites. Responsible for obtaining input from the Regional Associate Deans at the affected sites and the Office of Student Affairs regarding capacity and mitigating circumstances and also obtains other relevant information, including further information from the student. In collaboration with the STS, considers each request in light of the Policy and Procedure regarding student transfer between program sites and informs the student and the affected sites of the decision put forward by the STS.
• Works closely with Associate Dean, UGME, MDUP faculty and administrative leaders on supporting curriculum planning, assessment of learning outcomes, curriculum changes, and ensuring that the MDUP meets accreditation requirements as laid out by the Committee on Accreditation of Canadian Medical Schools (CACMS).
• Participates in the planning, development, administration of new initiatives and ongoing priorities of the UGME Office.
• Works with the MDUP faculty and administrative leadership and the appropriate University personnel to ensure that the MDUP calendar entry is correct and accurately reflects the current program.
• Manages UGME-related information on student-facing systems and platforms (Entrada, MedNet, Qualtrics, MDUP webpage, etc.) and ensures that the information is in alignment with UGME and the Faculty’s mandate, goals, and priorities.
• Manages the extracurricular student activities and learner environment reports within the MDUP.
• Manages and oversees MDUP student requests such as credentialing and degree verification for current MDUP students and alumni.
• Provides general day-to-day support, as required, to the Team Lead, UGME, and Senior Manager, Office of VDE.  

MD/PhD Program Specific

• Provides direct supervision to the MD/PhD Coordinator. Provides support as needed on the day-to-day management of the MD/PhD portfolio. This includes all matters related to HR, finance, facilities, students, and events.
• Manages the MD/PhD budget and forecasts future expenses. Works with the MD/PhD Director and MD/PhD Coordinator on program budgeting and future projections, while mitigating budgetary concerns. Ensures that the program budgets are in alignment with the MDUP and Graduate and Postdoctoral Education (GPE) overall budget direction.
• Provides coverage of the MD/PhD portfolio when the MD/PhD Coordinator is absent.
• Performs other duties as required.

Consequence of Error/Judgement

Consistent with the Faculty's Professional Standards document, the Faculty is committed to the highest level of professionalism in all interactions. The incumbent is expected to apply an extensive understanding of objectives and mandate of the UGME Office, the MDUP, the MD/PhD Program, the Faculty of Medicine, the operating procedures and functions of distributed sites, university policies and procedures and related organizational protocols.

This position requires judgment, critical thinking, tact, discretion, and initiative to an outstanding degree, especially in handling matters of a non-routine nature requiring the interpretation of University and Faculty guidelines, procedures, and policies. The UGME Office and MD/PhD Program routinely deals with sensitive and high priority issues. Tact and discretion in dealing with confidential and sensitive matters is paramount. Errors in judgment with internal and external constituents could have a negative impact on the UGME Office, the MD Undergraduate Program, the MD/PhD Program, the Faculty and the University resulting in legal action, negative public relations, financial costs, and loss of credibility.

Work must often meet tight deadlines and requires the incumbent to perform well under pressure. The incumbent will be expected to respond well to unexpected circumstances and exercise independent judgment. Expected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely manner. Reviews working procedures and implements changes as deemed appropriate.
The incumbent must demonstrate exceptional public relations and interpersonal skills in dealing with, high profile members and senior administration of the university community. Inappropriate or errant communications of sensitive issues could have a serious impact on operations and have legal implications.

Supervision Received

Reports to the Senior Manager, Office of the Vice Dean, Education. Works closely with and receives direction from the Associate Dean, UGME, and the Director, MD/PhD Program. Works independently under broad directions and minimum guidelines. Work is reviewed in terms of achievement of specific objectives, soundness of judgment and quality of work. Performance is reviewed by the Senior Manager, along with feedback from the Associate Dean, UGME, Director, MD/PhD Program, and senior FoM leaders.

Supervision Given

Directs and manages the activities of the MD/PhD Coordinator including recruitment, performance management and termination. Provides supervision to the CUPE 2950 team members within the UGME Office in the absence of the Team Lead, UGME.

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

• Experience working in the Faculty of Medicine with an understanding of the faculty’s complexities and nuances, including knowledge of the Faculty of Medicine and University policies, procedures, education program governance, and administrative systems.
• Exceptional interpersonal skills and demonstrated experience working with a diverse student population and work environment.
• Ability to take initiative to identify and resolve complex matters. Comfortable with navigating ambiguous situations. Uses sound judgment and knows when to escalate situations as needed.
• Ability to effectively problem-solve. Ask questions and look for information that helps to identify and differentiate the symptoms and root causes of everyday, defined problems. Suggests remedies that meet the needs of the situation and those directly affected. Resolves problems and escalates issues appropriately.
• Ability to exercise a high level of diplomacy, tact, and discretion when working with information of a confidential and/or sensitive nature and in dealing with various levels of faculty, senior administrators, and external agencies.
• Excellent written and oral communication skills. Requires diplomatic persuasiveness, sensitivity, and the ability to motivate behaviour and secure cooperation and acceptance of decisions or changes.
• Ability to consistently foster collaboration and respect among team members by addressing elements of the group process that impede, or could impede, the group from reaching its goals.
• Ability to work strategically and cooperatively in a team environment with all levels of professional, technical, and administrative staff thereby integrating resources in a timely and organized basis.
• Ability to create and foster an environment that promotes inclusivity and the values of respect, integrity, compassion, collaboration, and equity.
• Experience using student management systems (FSC, SISC, FMIS, MEDICOL, Peoplesoft, CMS, and Workday Student) is strongly preferred.
• High proficiency in current versions of MS Office Business Productivity Tools and the ability and desire to learn new operating models and build on an existing organizational proficiency.