Assessment & Examinations Administrator, Years 1 & 2

University of British Columbia•Kelowna, BC

5d•$5,202 - $5,963•Hybrid

About The Position

The Southern Medical Program (SMP) is one of four, distributed undergraduate medical education programs within The University of British Columbia’s (UBC) Faculty of Medicine. This innovative, distributed program is an expansion of the UBC medical program to University of Northern British Columbia (UNBC), University of Victoria (UVic) and both UBC Vancouver and Okanagan campuses. Students are admitted to each of the four programs every year: the Island Medical Program (IMP) at UVic, the Northern Medical Program (NMP) at UNBC and at UBC, the Vancouver Medical Program (VFMP) and the Southern Medical Program (SMP) at UBC Okanagan campus. All students will receive their medical degrees from UBC. The first two years of renewed Year 1 and 2 curriculum is comprised of the following courses: MEDD411 Foundations of Medical Practice I, MEDD412 Foundations of Medical Practice II, MEDD419 Foundations of Scholarship and Flexible Enhanced Learning I, MEDD421 Foundations of Medical Practice III, MEDD422 Foundations of Medical Practice IV and Transition into Clinical Education and MEDD429 Foundations of Scholarship and Flexible Enhanced Learning II. Within these seven courses, learning modalities include lectures, seminars, Case Based Learning, Clinical Skills sessions, Family Medicine placements and project-based scholarly activities. This position will provide student assessment support for the Year 1 and 2 curriculum in SMP by coordinating and administering all aspects of the Years 1 and 2 assessment and examination requirements in the courses stated above. The incumbent, working with the Program Manager, Years 1 and 2, VFMP Provincial Learner Assessment Team Leads and SMP Site Leads, will liaise with faculty, tutors and staff of SMP and across the province. The SMP assessment and examination processes must strictly follow accreditation standards set forth by the Liaison Committee for Medical Education (LCME) and UBC Policies and Procedures, which includes a comprehensive absence policy. Assessment and examination within SMP encompass a wide range of tools, systems and processes including Workplace Based Assessments, progress tests, portfolio coaching, Objective Structured Clinical Examinations (OSCEs) and multiple choice exams. The incumbent will be in a position of significant trust and responsibility and be privy to highly confidential materials. This individual plays a significant role in the operational planning, and development of the Clinical Skills (CS), Case Based Learning (CBL), Flex/Foundations of Scholarship (FoS) and Family Medicine(FM) student assessment system on One45 and works together with the Distributed Site Program and Course Managers and Site Assessment Coordinators to ensure consistent student assessment procedures are followed and to promote paperless student record keeping across all four sites.

Requirements

High school graduation, plus a minimum of two years post-secondary education and over four years’ experience providing direct, high level, relevant administrative program support in a University or large, complex organization, or equivalent combination of education and experience is required.
Ability to work independently, within a team environment and with cross-functional, inter-institutional teams.
Demonstrated strong interpersonal, planning, independent problem-solving and organizational skills.
Superior skills in verbal and written communication.
High Level attention to detail must be maintained.
Ability to exercise high level of tact, discretion and diplomacy, project positive image especially in stressful situations.
Maintains confidentiality in dealing with information, patients, students and faculty.
Demonstrated ability to take initiative and to work under pressure to meet constant deadlines.
Ability to multitask.
Flexibility regarding work hours and ability to work after regular hours is required.
Ability to travel between sites.
Ability to work in environments with exposure to explicit anatomical models, diagrams, videos and photos depicting damaged and diseased human bodies, child abuse and explanations of medical conditions and procedures.
Ability to effectively use MS Office Suite at an intermediate level, (Outlook,Word, Excel, Access, PowerPoint), MS Sharepoint,FileMaker Pro, web browsers.
Solid knowledge of database principles and functionality is an asset.
Ability to type 55 wpm, dictation/transcription and ability to take minutes.
Flexible and comfortable working in ambiguity, and high-paced environments; invigorated by change.
Comfortable learning new technologies and experience with audiovisual/videoconference equipment.
Planning experience, especially in the planning of events/projects.

Nice To Haves

A broad knowledge of UBC medical school s curriculum, good understanding of university administrative processes, preferred knowledge of hospital/health authority structure and functioning and a demonstrated understanding of medical terminology is an asset.
Experience with One45, or other web-based scheduling, is an asset.

Responsibilities

Builds the Clinical Skills, CBL, Flex/FoS and Family Medicine student assessment system in a specialized assessment and scheduling technology (currently One45) and works together with the Program Managers and Assessment and Examination (A&E) Coordinators across the province to ensure a consistent student assessment at each regional site.
Programs multi-dimensional assessment portfolio structures in One45 to align with complex curricular assessment requirements.
Coordinates the 1st and 2nd year Work Based Assessments (WBAs) and Portfolio course components, within tight deadlines, and ensures the collection of completed assessment forms and assignments (manual or online).
Provides peer guidance and support to A&E Coordinators at three sites to ensure standardized communication, assessment and examination processes are met across the provincial program.
Works with faculty to ensure understanding and completion of teaching assessments. Responds to tutor inquiries and relays only complex issues to the course manager and course directors as appropriate.
Reviews assessment data to ensure student progress is closely monitored; advises course directors, site leads and provincial managers of issues arising from student assessments; follows up on action items as directed.
Works with Provincial Learners Assessment Team (PLAT) to input student group information, tutor information and evaluation forms into One45 for electronic send outs at course specific deadlines. Maximizes student and tutor participation in examination process by monitoring compliance and e-mailing users with specific reminders, as required.
Compiles confidential qualitative reports, including teaching hours, for site leads consideration and final submission. Proceeds to track and maintain local faculty records to support faculty promotion processes.
Liaises with the site leads, program staff and A&E Coordinators in distributing this data in an appropriate form for faculty teaching portfolios, promotions and various Faculty of Medicine reviews. This requires considerable independent judgment to recognize and safeguard the confidential nature of these materials, with an ability to identify potential sources of error.
Sets up program, examination, staff and faculty assessments manually or in One45 and generates anecdotal or statistical reports for these evaluations.
Works with PLAT to ensure completion and fulfillment of all survey data and lecturer requests.
Works collaboratively across the province with the Examination Leads by supporting the planning, coordinating and delivery of each exam. This includes providing training and direction to invigilators for written or clinical exam procedures and ensuring any incidents (security or other) are documented and processed according to UBC FOM policies. Ensures students with specific examination accommodations are supported
Leads the operational preparedness of the OSCEs by recruiting and coordinating approximately 60 faculty and staff; developing multiple schedules and training plans, leading staff and faculty orientation sessions, developing complex space logistics and clinical set-up, procuring medical equipment and ensuring a full contingency plan.
Executes the full day OSCE event; collaborates with the Patient Programs Team, provides set-up of examination environment including props, coordinates students, examiners, and support staff, and troubleshoots issues as they arise in a high stress environment.
Organizes and/or invigilates all written (or online), clinical and laboratory exams including remedial, supplemental, deferral and accommodation examinations.
Coordinates exam sessions with the AV Analyst, including AV/IT scripting, and ensures support is established and consistent across the province.
Ensures the maintenance of stringent procedures during all examinations, including the collection, handling, and entering of student grades and the adherence to strict deadlines.
Troubleshoots material, environmental, technical or other issues relating to examinations and reports recommendations for improvement via incident / summary reports and provincial standard setting meetings.
Compiles and enters detailed grade information on multiple and uniquely formulaic spreadsheets and databases. Works with PLAT for student promotion readiness.
Collects and computes student grades for submission to PLAT promotional screening for Individual Score Report (ISR) release within tight deadlines.
Develops and implements administrative procedures related to assessment practices in order to ensure they are sustainable and in accordance with department/MDUP policy.
Tracks, compiles and develops student absence reports in One45 and MS Excel for Program Manager, Site Leads, Assistant Dean of Student Affairs, and Regional Associate Dean.
Alerts Site Directors and Program Manager of professionalism concerns as needed.
Guides staff, students, and teachers on the MDUP attendance policy.
Notifies coordinators and teachers of anticipated student absences and maintains the SMP Years 1&2 absence record system. Reports high absenteeism and/or professionalism concerns at Regional Student Promotions Subcommittee meetings
Provides administrative support for students on special or long term leaves.
Provides program support to local and provincial colleagues during absences.
Tracks examiner time, inputs to teacher tracking system and reconciles to ensure accurate payments.
Prepares documentation for the Student Promotions Review Board, Regional Student Promotions Sub-Committee (RSPS), and Student Development and Support Committee (SDSS).
Participates with non-voting membership on the RSPS.
Engages in a wide range of UBC projects and assessment and examination related meetings and committees.
Works with the Program Managers and others to establish new assessment or examination policies and procedures.
Creates and maintains site Standard Operating Procedures (SOP) manual and Records Classification System for this position.
Invigilates Years 3&4 program examinations as required.
Performs other related duties as necessary in keeping with the qualifications and requirements of the job.