Senior Manager, Medical Education, VFMP

Staff - Non Union

Job Category
M&P - AAPS

Job Profile
AAPS Salaried - Administration, Level C

Job Title
Senior Manager, Medical Education, VFMP

Department
Education Administrative Support | Medical Undergraduate | Faculty of Medicine

Compensation Range
$7,400.83 - $11,540.42 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 1, 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, this positions requires successful verification of full vaccination against Covid-19 provided prior to the start date, as required by the provincial health mandate.  

Please include a cover letter along with your application.

Job Summary

The Senior Manager, Medical Education, Vancouver Fraser Medical Program (VFMP) is responsible for supporting the overall administrative leadership and strategic direction of the VFMP Undergraduate Portfolio and for managing the oversight, delivery, administration and operations of the Medical Doctor Undergraduate Program (MDUP) within the Vancouver Coastal Health and Fraser Health Authority Regions. In support of the Director of Administration, VFMP, and in collaboration with a partner Senior Manager, Medical Education, VFMP, this position assumes responsibility for an assigned leadership portfolio that includes specific elements of strategic medical education delivery and staffing responsibility  including, but not limited to: delivery of MEDD courses across the four years of the MDUP, Integrated Community Clerkships (ICCs), and medical education expansion and strategic alignment throughout the region. This role is additionally responsible for an allocated budget, VFMP team building, staff development, organizational growth, student cohort development, academic learning spaces and strategic operations.

The VFMP Undergraduate Program houses a team of ten different curriculum delivery portfolios that support local and provincial educational delivery. It is essential that there is collaboration between and across these teams to ensure an exceptional learner experience and administrative faculty support model.  The Senior Manager strategically directs unit workflows, develops initiatives for continuous improvement, service leadership, timelines, proactive communications models, and develops and maintains strong and ongoing relationships with curriculum leaders, Faculty of Medicine Department colleagues, and Course Directors. This role engages proactively and collaboratively with VFMP and provincial faculty leadership, and with regional Health Authority partners to ensure seamless and consistent program delivery for learners within the VFMP, across VFMP’s learning cohorts, and collaboratively with colleagues across the UBC MDUP partner sites.

The Senior Manager works collaboratively and closely with the Director of Administration, VFMP and the Regional Associate Dean, VFMP, in an advisory capacity to ensure the pillars outlined within the Faculty of Medicine Strategic Plan and the VFMP Strategic Model are developed and upheld within the Years 1-4 student learner and staff experience. Key areas of focus are ensuring strategic use of funding, upstanding and ethical community engagement, and all matters related to accessibility, equity, diversity and inclusion and VFMP’s commitment to Truth and Reconciliation in program delivery and management. In collaboration with the Director of Administration, VFMP Senior Manager peers, and the Office Manager, VFMP, the Senior Manager contributes to implementing and maintaining best practices in hybrid-work arrangement, work-life balance, wellness,strategic operations and effective organizational management for the VFMP Team.  

The Senior Manager collaborates extensively with MDUP partner site senior management and administration at the Island Medical Program (IMP) in Victoria, the Northern Medical Program (NMP) in Prince George, and the Southern Medical Program (SMP) in Kelowna, to develop and implement new systems, streamlined processes and procedures across the expanded, distributed program.
Organizational Status

The Senior Manager reports to the Director of Administration, VFMP Undergraduate Office and works closely with the Course Leads, Associate/Assistant Deans of the MD Undergraduate Program and Student Affairs. The position also requires close coordination with managerial and team colleagues in the VFMP, and extensive strategic collaboration and cooperation with senior administrative staff within the Faculty of Medicine Departments, with the Program/Course Managers at the IMP, NMP and SMP, hospital sites, and health authorities.  
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 11,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.
The Faculty is comprised of: approximately 2,200 administrative support, technical/research and management and professional staff, as well approximately 650 full-time academic and 8,500 clinical faculty members, 19 academic basic science and/or clinical departments, three schools, and 23 research centers 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 centers across the province.

Work Performed

• In collaboration with the VFMP Director of Administration, leads faculty, senior staff and Program Managers and participates in the development and implementation of strategic goals and objectives ensuring a successful learner and teaching experience, with a focus on the VFMP and in collaboration with provincial distributed site partners.

• Advocates for improvements and resources and makes well-researched and data-informed recommendations for continuous improvement, superior client service development, team leadership, and Faculty of Medicine Departmental collaboration.

• Supports budget forecasting for the VFMP Year 1-4 Program delivery including Teacher Payments, payment requisitions, purchase orders for teaching materials, student stipends, strategic orientation activities, Teaching equipment, and classroom furnishings at UBC, partner hospitals, and Clinical Academic Campuses. Ensures budgets are strategically aligned with program goals and annual forecasted spending and prepares reports regarding variances and efficiency opportunities.

• Provides big picture oversight and strategic direction for the delivery of complex individualized student, patient, and faculty schedules for the VFMP courses, encompassing multiple disciplines, sessions, learning experiences, rotations, and sites.

• Develops communication plans, correspondence templates and presentations to streamline support and information dissemination for learners, faculty, and key positional collaborators within VFMP and to support distributed site partners. This work includes web content development, messaging alignment, editorial calendaring direction, etc.

• Serves on various program committees, steering groups, and other provincially, and locally-focused planning and engagement meetings related to MDUP policies, curriculum, student promotions. Liaises with national and federal colleagues and associations on big-picture matters that may impact systems integrations or student information processing/access, standards and best practices.

• Assesses existing access points and teaching locations across VFMP and reports on space and equipment requirements for teaching. Forecasts and problem-solves space requirements of related activities, working closely with Facilities, the Director of Administration, Regional Associate Dean, other Senior Managers and VFMP Manager colleagues.

• Oversees the strategy for unit recruitment, onboarding and training of all VFMP year 1-4 portfolio M&P and CUPE 2950 staff members. Conducts and oversees performance review approach for the unit, and implements additional development and overall team development strategies where appropriate, including any developmental, training and disciplinary procedures.

• Directs the workflow and most effective utilization of VFMP team members to ensure cross-functional agility and systems workflow approach. Assesses training and knowledge base and develops support framework and engagement to ensure unit objectives and team member strategic work and personal career goals are met.

• Develops, recommends and implements goals and objectives in collaboration with the Site Directors and the Directors of Administration. Develops curriculum designs and concepts regarding the ongoing program delivery, and guides the developmental operation of new processes and systems across teams, in collaboration with Site Directors. 

• Ensures all curricular components are fully absorbed as the curriculum evolves and changes. This involves collaboration with Departments and across all sites; Oversees the development of new quality assurance processes to ensure consistency and efficiency in program delivery across all four sites.

• Oversees, evaluates effectiveness, sets priorities and implements changes for ongoing program delivery needs with curriculum leaders, course directors, week chairs, other faculty and senior SMP/IMP/NMP administration.

• Collaborates with FoM Digital Solutions Team, students and faculty in the introduction of new technologies to be introduced into the program. Oversees team analyzing and testing platforms and supports team training, UX and developmental needs for working within changing systems and technologies.

• Oversees alignment with UBC processes and systems to ensures timely accuracy of student information within UBC enterprise-wide systems, related to leaves, marks, course registration, etc. Liaises with UBC central support units as required to support student accessibility, records management, registration, graduation, and policy related to learners across all years.

Consequence of Error/Judgement

The Senior Manager, Medical Education provides full-scope administrative oversight and team leadership support to the Associate Deans, Director of Administration and the VFMP Course/Site Directors for years 1-4 of the MD Program as well as oversight of VFMP’s  provincial responsibilities. It is imperative for the Senior Manager to build effective relationships with the Departments, faculty and staff responsible for program delivery at the various local and partner sites, to advance the strategic objectives and goals of the UBC MDUP and within the Faculty of Medicine Strategic Plan. Failure to collaborate, engage diplomatically, and maintain relationships with local, provincial, site, health authority, national and federal colleagues could impact deliverables, learner access to opportunities, and UBC’s overall reputation in medical education.

Diplomacy and empathy are required when interacting with Departments, faculty and undergraduate student concerns related to the undergraduate curriculum. Any errors in decision could have repercussions for the faculty, students, general public, staff and image of the Dean’s Office and Faculty as a whole. The learner and teaching program schedules are extremely detailed and errors or delays in teams scheduling, communications, and student registration have considerable impact on students learning, faculty and student satisfaction and on the cost and effectiveness of delivering the undergraduate program.

Due to the complexities and sensitivities of the relationships between the partner universities, the consequence of error in this position is high. Information provided must be accurate and timely and the incumbent must keep abreast of the evolving challenges of expansion and distribution. Errors in judgment or ineffective communication will compromise the effectiveness of the Associate Deans, Directors of Administration, Course Directors, and Departments, and could reflect negatively on the Faculty, the MD Undergraduate Program and the University.
Supervision Received
Works independently with minimal guidance from the Director of Administration, Regional Associate Dean VFMP, and faculty leadership. Performance is assessed ongoing and annually in alignment with UBC’s performance management process.
Supervision Given
The incumbent has a direct supervisory responsibility for specific VFMP managerial staff that contribute to years 1-4 program delivery including regionally located provincial team members. This includes collaborating with onsite and partner site senior leadership and operational teams. Collaboratively oversees VFMP Reception and Office Services across years 1-4 and contributes to the development of VFMP full-team meetings, professional development activities and events, online and in-person team-social engagements, relevant training, and implementation of best practices in strategic team management, quality assurance, team feedback engagement, change management and collaborative team engagement. 
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of five years of related managerial 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

Proven track record and growth within strategic operations, as well as thoughtful and strategic large team leadership in a University or complex organization preferred. Experience working with senior levels of leadership within a post-secondary Faculty or service unit. Experience engaging with community partners, engaging with policy development and interpretation, post-secondary students, and/or public governing bodies is strongly preferred.

Experience with developing and maintaining a respectful work and learning environment in alignment with UBC and the Faculty of Medicine’s Strategic Pillars and commitments related to decolonization and Truth and Reconciliation, and the MDUP’s commitments to intersectional engagement with Indigenous and Black Pathways students.

Experience working with staff, faculty and learners with diverse abilities, gender expression, gender identity, culture, and lived experiences. Demonstrates value for, and awareness of, best-practices in respectful and inclusive collaborator engagement, team skills development and student learner engagement that upholds these practices, commitments, and values.

Experience with, and awareness of, federal, provincial, institutional and Faculty values related to developing and maintaining respectful workplace environments as well as intersectional equity, diversity and inclusion initiatives.  Experience promoting and modelling these values among staff teams and within curricular and support services that are provided to students, faculty, and community collaborators.

Demonstrated growth in managerial and leadership responsibilities, including, budgetary, interpersonal, performance development, complex professional and unionized team management and collaborator engagement.

Experience managing change in professional work environments and fostering a team culture that supports integration and collaboration across functional teams; Excellent interpersonal and diplomacy skills as well as demonstrated ability to work effectively across cultures. Ability to develop, maintain and nurture effective working relationships with students, faculty, staff and community members.

Demonstrated ability to work effectively as a member of a high-functioning leadership team in a fast-paced and results-oriented office environment. Ability and desire to lead change by creating a vision and taking appropriate action to ensure acceptance and support.

Proven ability to lead and guide multifaceted projects from inception to conclusion, to delegate effectively and to problem-solve. Ability to facilitate needs-analyses activities, monitor, and evaluate team-wide projects and create reports within allocated time and resources.

Ability to analyze problems, identify key information and issues, and effectively resolve and develop best-practices and solutions with key collaborators and student groups.

Ability to effectively lead committees and planning meetings especially as related to programmatic, resource implementation, collaborator engagement and change-management aspects of delivering medical education within a complex and expanding distributed learning model.

Demonstrated ability to adapt leadership approach and guide other professionals to work effectively in a multi-tasking environment, under pressure with high volume of work and critical deadlines.

Experience in leading program development, delivery and assessment. Expertise in designing and facilitating workshops and managing large student-engagement and learning events, both online and in-person.

Strong and proven anticipatory management skills and ability to make decisions and provide recommendations involving highly complex issues related to: learner outcomes, site-wide program congruency, staffing and team development.

Ability to work evenings and weekends according to program needs and program delivery timeline fluctuations. Ability to travel for ad hoc site visits, conferences and professional development opportunities. Ability to contribute to other VFMP/MDUP operational and administrative projects and duties as required.