Undergraduate Sr. Program Assistant – University of British Columbia

Job Title: Undergraduate Sr. Program Assistant

Location: Canada

Job Description: Staff – UnionJob Category CUPE 2950Job Profile CUPE 2950 Salaried – Sr Program Asst-Gen (Gr8)Job Title Undergraduate Sr. Program AssistantDepartment Medical Education Support | Department of Obstetrics and Gynaecology | Faculty of MedicineCompensation Range $4,739.00 – $5,102.00 CAD MonthlyPosting End Date December 1, 2024Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End DateThis offer is conditional upon successful completion of a Criminal Record Check.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 Summary
This role supports the Department of Obstetrics and Gynaecology Education Programs with a primary focus on the Undergraduate program.Organizational Status
Works independently and reports directly to the Undergraduate Program Administrator as well as follows direction from the Undergraduate Program Director(s). Interacts with Education Manager, students, UG DSSLs, faculty members, outside stakeholders, UGME, UBC, and Faculty of Medicine Dean’s Office.Work PerformedGeneral– Develops, revises and maintains program manuals including educational objectives and Program Assistant manual– Updates UG education page on Department website– Coordinates all UG room bookings and catering– Compiles and maintains evaluations, reports and modifies information on databases such One45, RMS, OBGYN
– Coordinates “Must-do/Must-see” student pocket cards– Processes Student Award Nominations– Coordinates annual DSSL contracts (new and renewals)– Coordinates UG OBGYN student group contact list– Attends all required Undergraduate meetings– Performs other related duties as delegatedFraser Medical Program (FMP)– Responsible for the administrative tasks of FMP students rotating through the Department of Obstetrics and Gynaecology as outlined in the Sr Program Assistant Manual– Maintains all UG functions relating to One45, Education Database and student information, schedule entries, program evaluations and report summaries– Addresses FMP student rotation questions, clinic schedule changes, and LOAs– Informs DSSL/Preceptors of student accommodation requests– Flags and follows up on performance issues Program Director
– Generate & email WBA reports to FMP DSSLAcademic Half Day (AHD)– Responsible for the administration of the Undergraduate AHD throughout the academic year
– Creates student AHD self-study schedule
– Recruits and emails reminders to Faculty regarding AHD presentations
– Emails reminders to students regarding LIVE AHD presentations
– Updates One45
– Updates EntradaYear 4 Electives– Responsible for administrative tasks for the UG Year 4 electives– Responds to inquiries and provides information to faculty members, administrators and students– Responsible for UG year 4 UBC student and visiting student electiverequests, approvals and placements– Maintains elective information in One45 and departmental database– Recruits and assigns faculty preceptors; acts as resource and contact person for preceptors– Distributes preceptor confirmations, develops and updates elective schedules and course material– Provides student/preceptor orientation instructions– Maintains teaching activities and evaluations for preceptors– Responsible for student rotation evaluations– Reports student grades to the UG Dean’s Office– Maintains updated elective descriptions and capacity restrictions with the FoM Dean’s office– Coordinates faculty teaching evaluations– Distribute and maintain One45 student evaluationsUG Teacher Tracker Payments (TTP)– Acts as primary contact for the UG TTP– Tracks faculty teaching activities– Submits quarterly TTP submissions to UGME– Reconciles TTP Education Database import– Monitors and updates faculty information for the purposes of maintaining faculty teaching and payment– Works with the Education Manager and MD Undergraduate Office to resolve any teaching payment issuesVancouver Summer Program (VSP)– Responsible for administration of the VSP program in the Department of Obstetrics & Gynaecology– Works closely with the VSP Program Director– Updates program website– Administers and updates Instructor and Course information– Organizes events such as Welcomes and Site Visits– Organizes and coordinates learners and Faculty to be up to date with UBC and Program policies and processes– Processes teaching activity payment for participating facultyFinancial– Processes UG program expenses through Workday– Records and tracks UG expenses to the UG Education expense spreadsheetConsequence of Error/JudgementThis incumbent will be expected to exercise considerable good judgment and initiative in prioritizing and scheduling work.The assignment of electives is extremely detailed and errors in scheduling could have considerable impact on students, patients, physicians and services at various training hospital sites. The incumbent works within broad guidelines and will, in conjunction with the Program Director, Education Manager and Program Administrator, establish new policies and procedures. The incumbent must have the ability to handle matters based on the knowledge of the University of British Columbia, Department of Obstetrics and Gynaecology, Faculty of Medicine, and Royal College policies and procedures.Failure to maintain a high level of accuracy could threaten accreditation. Errors could result in harm to patients, reduction in Ministry of Health funding, directly impact students’ education, and loss of valuable physician time and income.Supervision Received
Works independently and under the supervision of the Undergraduate Program Administrator. Work is performed in accordance with established procedures and accepted practices.Supervision Given
NoneMinimum Qualifications
High School graduation, plus two year post-secondary diploma, plus four years of related experience, or an 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 inclusionPreferred QualificationsExperience in post-secondary education environment preferred. Knowledge of Workday and UBC education systems (TTP, One45, RMS, Entrada) procedures preferred.Word processing/computer experience required (intermediate Microsoft Word and Excel).Knowledge of WordPress preferred.Ability to type 60 words per minute.Ability to exercise tact and discretion.Demonstrated ability to take initiative, prioritize and meet deadlines.Effective interpersonal, oral and written communication skills.Ability to maintain accuracy and strong attention to detail.Ability to work independently and effectively in a team environment.Ability to work under pressure to meet deadlines.Effective interpersonal and organizational skills.Effective problem-solving skills.

Company Name: University of British Columbia

Salary: $4739 – 5102 per month

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