Senior Program Coordinator, Years 1 & 2

University of British Columbia•Kelowna, BC

7d•CA$5,202 - CA$5,963•Hybrid

About The Position

This position is responsible for coordinating day-to-day operations of the Year 1&2 admin team and will work as the liaison for the Year 1&2 Pre-Clinical Education Program Manager to ensure successful program delivery in the SMP. This position will work with administrative and faculty leadership to develop efficient and effective administrative program support across local and provincial UGME program delivery. This position will require an individual who is comfortable in an atmosphere of ambiguity where systems and processes are continually refined and improved.

Requirements

High school graduation and two (2) years post-secondary education.
Over 4 years experience providing direct, high level relevant administrative program support in a university or large, complex health care organization or 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

Nice To Haves

Attention to high level detail must be maintained.
Previous experience in an undergraduate medical program or related medical education experience is an asset.
Demonstrated strong interpersonal, planning, independent problem-solving and organizational skills.
Demonstrated ability to take initiative and to work under pressure to meet constant deadlines.
Ability to work independently, within a team environment and with cross-functional, inter-institutional teams.
Ability to exercise high level of tact and discretion, project positive image and be diplomatic in stressful situations while maintaining confidentiality in dealing with patients, students and faculty
A broad and extensive knowledge of university policies and the UBC medical school s curriculum is an asset.
Flexibility regarding work hours and ability to work after regular hours is required.
Planning experience, especially in the planning of events/projects
Advanced user of Microsoft Windows and Office applications including Word, Excel, PowerPoint, Teams/SharePoint and Outlook.
Comfortable learning new technologies and experience with audiovisual/videoconference equipment
Strong organizational skills and ability to prioritize to accommodate changing workload.
Ability to work effectively in a dynamic and demanding environment.
Excellent professional judgment.
Must have superlative problem-solving skills, and the ability to navigate in the changing landscape of medical education.
Ability to take initiative, determine course of action and then follow through independently.
Ability to communicate effectively, both verbally and in writing.
Ability to multi-task with attention to detail.
Demonstrate project planning skills to meet deadlines and follow up, ensuring deliverables are met.
Flexible; comfortable working within ambiguity; invigorated by change, often requiring immediate responses and solutions within a high-stakes environment.
Superior knowledge of file and records classification systems and processes.
Ability to exercise high level of tact and discretion, project positive image and be diplomatic in stressful situations while maintaining confidentiality in dealing with students and faculty.
Familiarity with rural and urban communities throughout the Interior and other British Columbia regional health authorities is an asset.
Some travel to UBC Okanagan campus and other hospital/clinic sites may be required.

Responsibilities

Co-ordinates administrative operations across the Year 1&2 administrative team
Coordinates student, faculty and staff events; examples include Year 1&2 orientations, indigenous site visits and community-based programs (e.g., Do Bugs Need Drugs?)
Assist with the onboarding and training of new Year 1&2 administrative staff
Develops course implementation timelines and once approved by the Pre-Clinical Education Program manager, tracks, direct tasks, oversees staff workflow, and provides recommendations that can be implemented to improve administrative processes for the administrative team.
Leads the operational preparedness of approved student accommodations curricular sessions and assessment activities.
Ensures the maintenance of stringent procedures for students requiring Accommodations, including the collection, handling, and entering of student outcomes and the adherence to strict deadlines.
Troubleshoots material, environmental, technical or other issues relating to students Accommodations and notes recommendations for improvement via incident/summary reports and provincial standard setting meetings.
Manages an operating budget related to expenses for student accommodations; educational supplies and year 1 & 2 appreciation.
Procures learning environment consumables and monitors medical equipment needs as required
Assists in implementing planning and policy/procedure development related to overall program priorities.
Maintains confidential records and databases in compliance with UBC policies and procedures
Provides local and provincial program coordination and support: Manages student placements for local Year 1&2 Family Medicine (FM) curriculum including the development and distribution of student schedules, student and faculty materials, preceptor recruitment, tracking and maintenance of confidential databases.
Serves as lead administrator for the Provincial and local Family Medicine Directors.
Acts as key resource in provincial Family Medicine Advisory Council meetings (FMAC faculty and staff); monitors and provides insight to operational delivery issues; capacity challenges.
Ensures regular planning meetings for the provincial Family Medicine Administrative teams (all sites) to prioritize work flows, facilitate problem solving and ensure provincially shared sessions are synchronized and finalized.
Chairs monthly FM Administrative meetings; develops and distributes scribe rotation schedule
Assists the MDUP site Program Managers in identifying opportunities for improvements, and standardization of administrative processes, tools etc.
Coordinates annual provincial distribution of shared director and program coordinator responsibilities
Develops and distributes provincial FM sessional calendar (provincial overview schedules)
Maintains and supports development of FM Projects Portfolio to include upcoming pilots and projects requiring provincial consideration & collaboration by managers and directors. E.g., Improvement of FM videos; introduction of new curricular themes
Maintains a thorough understanding of FM course materials and session requirements to support delivery of learning sessions, and in support of preceptors and Course Directors.
Maintains the on-line learning platforms related to SMP Year 1&2 education sessions (currently Entrada).
Liaises with Faculty Leads and Program Manager regarding any student/preceptor issues that may arise during the educational activities in collaboration with SMP Student Affairs, supports students with issues or concerns they may have to support their academic well-being.
Assists in implementing any planning and policy development related to Year 1/2 education and program priorities, including faculty development.
Assists the Faculty and Program Manager in responding to recruitment mandates and submits the relevant on-boarding documentation.
Works closely with the SMP Assessment and Examination Administrator to coordinate and implement the assessment and evaluation processes. These 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.
Coordinates the year 1 and 2 Objective Structure Clinical Exams (OSCEs) and associated planning and implementation: recruiting and coordinating sufficient faculty and staff; collaborating with Standardized Patient (SP) recruiters regarding cases and SP needs; developing schedules and complex space logistics; leading orientation sessions, clinical set-up; procuring resources and equipment; ensuring a full contingency plan and troubleshoots issues as they arise under stressful conditions.
Organizes and/or invigilates all written (or online) exams including remedial, supplemental, deferral and accommodation examinations for students requiring Accommodations.
Maintains up-to-date confidential records and data on all SMP Year 1/2students.
Works closely with the SMP Assessment and Examination Administrator to implement a system of assessment for students and teachers.
Provides complete coverage for all tasks and responsibilities of the Assessment and Examination Administrator if and when necessary.
Ensures timely and accurate gathering, tracking and data-entering of teaching activity by Faculty of Medicine (FoM) preceptors to ensure accurate and timely payment; in accordance with the payment schedules for different faculty appointments and, as it relates to Faculty of Medicine Compensation Terms.
Performs other related duties as necessary in keeping with the qualifications and requirements of the job.