Sr. Program Assistant, Clinical Ed Admin (Year 3&4)

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Job Profile

Job Title

Department

Compensation Range

Posting End Date

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

Job End Date

This is a 1-year leave replacement position with a possibility for extension.

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
This position is primarily responsible for supporting and coordinating operational processes for delivery of the Years 3&4 of the MD Undergraduate Education program. This position provides central program support in various areas to the distributed program sites: Island Medical Program (IMP), Northern Medical Program (NMP) and Southern Medical Program (SMP) with a focus on the Vancouver Fraser Medical Program (VFMP)

The incumbent is in constant liaison with students, Faculty Leads, Departmental and site Administrators and affiliated hospitals (as necessary). It is expected that the incumbent will handle inquiries of both a non-routine and routine nature. With respect to non-routine matters, the incumbent will interpret guidelines and policies and procedures in determining how the matter should be handled, and what type of action should be taken, or refer the matter to the appropriate person. This position will provide primary backup to other Program Assistants when absent.

Organizational Status
The incumbent reports directly to the CEAT Team Lead, and will work closely with Program Managers Faculty, Departments and administrative teams.

Work Performed

Serves as the main point of contact for all 400 VFMP Student Absences inquires in Years 3 and 4. This includes ongoing communication with the departments and faculty to ensure there is compliance with policy and student support as needed. Handles student, staff and faculty inquires related to Student Absences; resolves any complex issues as applicable.

Interprets guidelines, polices and procedures in determining how the matter should be handled and what time of action should be taken; or refers the matter to the appropriate person as needed.

Responsible for administering and coordinating the processes of tracking absences for VFMP students in Years 3 & 4. This includes setting up absence forms, processing and documenting requests, issuing reports for the Regional Student Promotions subcommittee, and coordinating all related administrative tasks.

Responsible for tracking and communicating leaves of absence for Years 3 & 4,for all sites ensuring timely and relevant communication with stakeholders. For VFMP, tis includes coordinating work processes, establishing schedules and resolving complex issue. Coordinates the onboarding and offboarding processes, access provisions, scheduling modified programs, and return to students . activities.

Responsible for tracking, documenting and disseminating accommodations and academic concessions for VFMP Years 3&4, ensuring timely and relevant communication with all departments and stakeholders. Serve as the main point of contact between the Centre for Accessibility, program administrators and faculty adequate student support and no disruption in their studies.

Responsible for maintaining updating the Year 3&4 master class list, informing relevant stakeholders of any changes

Coordinates Year 3 & 4 student onboarding and orientation . Coordinates student preparation for Year 3&4. This includes administering the program by coordinating the Year 3&4 orientation sessions, Slido creation and moderation, creating photo composites. As well as collecting student information and generating stipend appointments in Workday for all students provincially. Ensures students complete all mandatory onboarding tasks and trainings.

Coordinates access for years 3&4 student by ensuring they have access to all hospital sites and troubleshoots computer access issues.

Monitor the Years 3 and 4 generic inboxes to address complex issues and provide support for students' inquiries

Oversees and continuously updates the Entrada Education Learning System for Years 3 & 4, ensuring the seamless integration of new educational materials and resources. This involves managing a dynamic schedule of uploads, coordinating closely with academic departments, administrative teams, and clinical sites to meet established deadlines. Responsible for reviewing curricular content, conducting thorough audits to ensure that all materials remain current, relevant, and compliant with evolving best practices and accreditation standards.

In addition to monitoring content, provides expert guidance, advice and comprehensive training for Years 3 & 4 Program Administrators and clinical staff, facilitating both initial onboarding and ongoing support.

Generates and maintains relevant student, departmental and meeting-specific mailing lists and program SharePoint sites. Performs regular audits and provides access as needed.

Maintains the Years 3&4 student FMD listservs and the master contact list of administrators and faculty across the province; distributes relevant communications throughout the year.

Supports the administration of the monthly Years 3 & 4 Subcommittee Meetings, which includes coordinating meetings, preparing agendas, taking attendance, monitoring quorum and managing voting, recording minutes, and tracking action items as necessary

Supports the administration of Years 3 & 4 monthly program administrator meeting, takes minutes and tracks actions items as necessary.

Liaises with Years 3 & 4 class presidents and student representatives, Medical Undergraduate Society (MUS), and other student representatives to coordinate meetings with faculty and administrators as required.

Processes invoices for catering, supplies and materials in Workday.

Implements new policies and procedures as required.

Works closely with the Clinical Education Administrative team in developing new administrative systems and procedures to provide continuous quality improvement. Coordinates implementation and communication to all stakeholders.

Provides support for emerging projects and initiatives

The incumbent may be cross-trained with other members of the CEAT in order to provide support during peak times of high workload and absences.

Performs continuous maintenance and updating of Job manual.

Participates in invigilation of exams across the MDUP.

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

Consequence of Error/Judgement
Impact of error is considerable as the incumbent is dealing with time-sensitive and often confidential information. Errors in judgment could have immediate repercussions for the clinical faculty, trainees, staff on-site and on medical education program delivery. Missing deadlines may negatively impact a students academic standing. Inappropriate or delayed actions could adversely affect the credibility of the unit, the Program, and the Faculty of Medicine as a whole.

Supervision Received
Duties are performed independently as required, under limited supervision. Work is supervised by the Team Lead in Years 3&4.

Supervision Given
None.

Minimum Qualifications

High School graduation and two year post-secondary diploma. 4 years 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

Office and administrative experience preferred. Relevant UBC experience preferred.

Ability to effectively use Microsoft Outlook, Word, Excel, Teams, SharePoint, Adobe Pro, Qualtrics and Zoom at an intermediate level.

Experience with One45, Entrada (i.e. Elentra) and/or the AFMC Portal is an asset.

Positive approach to work. Flexibility and adaptability to changing environments and systems.

Ability to maintain collaborative and effective working relationships within a team environment.

Ability to work independently with minimal supervision, demonstrate initiative and see tasks through to completion.

Ability to effectively manage multiple tasks and priorities.

Ability to remain calm under pressure in a fast-paced, high-volume environment with critical deadlines.

Ability to plan, schedule, and organize a variety of complex events. This includes maintaining electronic calendars, reconciling scheduling conflicts, coordinate events with a wide variety of stakeholders, and schedule the day's activities appropriately.

Ability to gather, record, and organize information.

Demonstrate high level of attention to detail.

Ability to compose correspondence, reports, and other written materials in a clear and concise manner. Ability to communicate effectively verbally and in writing.

Ability to exercise judgment, tact, discretion, and diplomacy.

Ability to determine the nature and urgency of inquiries and issues, and triage appropriately.

Ability to make thoughtful and informed decisions, and to know when to act independently or to seek assistance.