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

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
January 15, 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.

Please submit 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 specifically managing the oversight, administration and operations of Years 3 and 4 of the Medical Doctor Undergraduate Program (MDUP) in the Vancouver Coastal Health and Fraser Health Authority Regions. Primary portfolio oversight includes the portfolio and teams responsible for the delivery of clinical medical education including, but not limited to, MEDD 431 Clerkship, including VFMP Integrated Community Clerkships (ICCs) and support for provincial ICC initiatives, MEDD 440 Electives, which includes visiting students, and Transition Into Postgraduate Training and Practice (MEDD 448).

The Senior Manager strategically directs team workflow, develops initiatives for continuous improvement, service leadership, timelines, proactive communications 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 Clinical Academic Site staff and faculty, and with regional Health Authority partners to ensure seamless and consistent program delivery for learners in years 3 and 4 within the VFMP, and across VFMP cohorts, and collaboratively with colleagues across the UBC MDUP distributed 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 are developed and upheld within the Year 3-4 student learner and staff experience, especially as related to 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 and strategic operations management for the VFMP Team.  

The Senior Manager collaborates extensively with MDUP distributed 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 and 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 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 service development, team leadership and Faculty of Medicine Departmental collaboration.
• Supports budget forecasting for the VFMP Year 3 & 4 Program delivery including student stipends, Teaching and Tracking Payment, payment requisitions, purchase orders for teaching materials, equipment and classroom furnishings at UBC, partner hospitals, and Clinical Academic Campuses. Ensures budgets are in alignment with annual forecasted spending and prepares reports regarding variances and efficiencies.
• Provides big picture oversight and strategic support for the delivery of complex individualized student, patient, and faculty schedules for the VFMP Year 3 and 4 Course Schedules, encompassing multiple disciplines, rotations, and sites. including the TIPP.
• 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 support, etc.
• Serves on various program committees 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 recruitment, onboarding and training of all VFMP year 3 & 4 portfolio M&P and CUPE 2950 staff members. Conducts and oversees performance review approach for Team and implements additional development and overall team development strategy where appropriate, including any disciplinary procedures.
• Directs the workflow and most effective utilization of 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. Shares 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.
• Assesses, 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, and policy related to learners in years 3 and 4.

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 the final two years of the MD Program including Electives, Visiting students, and Hospital Site Access. The courses are MEDD 431, 440, as well as the TIPP (MEDD 448) program, FLEX in year 4, and Canadian Residency Matching Service (CaRMS) provincial and local 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 distributed 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 Years 3 and 4 curriculums. 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 program schedules are extremely detailed and errors or delays in scheduling, communications, and student registration have considerable impact on students learning, faculty and student satisfaction and on the cost and learning 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 direct supervisory responsibility for all VFMP program staff in years 3 & 4 program delivery: Clerkship, Electives, TIPP, and Visiting Students and is required to provide direction to Year 3-4 Team Leadership, regionally located provincial team members, and other program staff, to achieve MD Undergraduate program objectives. This includes collaborating with onsite and distributed Program Managers, Family Practice, FLEX and the Years 3&4 education delivery teams. Collaboratively oversees MDUP Reception and Services at DHCC and LSC 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, change management and supportive 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

Experience working in a University or large, 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 environments 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, team management and collaborator engagement.

Experience 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 and maintain 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 plan 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.