Sr Program Assistant – MEDD 448 (TIPP)

Description

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, and is essential to fostering an outstanding work environment. 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.

This position is primarily responsible for the program coordination and operational delivery of the MEDD 448 Transition into Postgraduate Education and Practice (TIPP) course. TIPP is a 9-week course that is delivered during January and April in the second term of Year 4 of the MD Undergraduate Program (MDUP). The course aims to consolidate previous learning of the undergraduate years, especially the clerkship component, and to support students in their transition into postgraduate medical education (residency).

The incumbent will work as part of the Clinical Education Administrative Team (CEAT) in the Vancouver Fraser Medical Program (VFMP), which will provide cross coverage of other portfolios in Year 3 and Year 4 (Electives and Visiting Students). This position will collaborate with Lead Faculty and Administrators of clinical education across the province, from the Island Medical Program (IMP), Northern Medical Program (NMP) and the Southern Medical Program (SMP).

Organizational Status

The incumbent reports directly to the Team Lead, CEAT and takes direction from the Clinical Education Co-Managers.

Work Performed

• Responsible for planning and organizing the TIPP course in VFMP; collaborates with the Sites and Departments to ensure smooth delivery of the electives across the Province.
• Serves as the main point of contact for the TIPP course and inbox.
• Provides administrative support to all planning meetings and retreats: scheduling, agenda prep, recording and disseminating meeting minutes.
• Coordinates room bookings for all sessions and all sites.
• Supports teacher recruitment: sending invitations, correspondence and confirmation, Outlook calendar invites, gathering session materials, etc.
• Creates and maintains course schedule and the various tracking excel documents.
• Updates and maintains information on Entrada (the electronic course resource for students). This includes an annual review and refresh as well as regular uploading of any materials students require before a session.
• Event support for all sessions: printing and collating of hard copy materials, setting up rooms and signage, troubleshooting issues as they arise, collecting sign in sheets and cleaning up after sessions.
• Troubleshoots changes as they arise (e.g. changes to small groups, unforeseen teacher absences, extreme weather closures, etc.)
• Liaises with other teams who support the planning, implementation and assessment of the TIPP course (e.g. Curriculum Management Unit, Student Affairs, Teacher Assessment, etc.).
• Tracking & Processing Teacher payments for VFMP: this includes tracking teaching via excel, collecting payee information, processing payments through Teaching Tracking and Payment System (TTPS) & Workday.
• Other payments as necessary (e.g. catering and travel reimbursements).
• Tracks unforeseen and negotiated Year 4 student absences for VFMP.
   

Other duties:

• Implements new policies and procedures in collaboration with the Clinical Education Co-Managers, Administrative Director, Faculty leads and other program staff.
• Handles student inquires of non-routine and routine nature. Interprets guidelines, policies and procedures in determining how the matter should be handled and what type of action should be taken; or refers the matter to the appropriate person.
• Provides coverage and support for other CEAT portfolios as needed (e.g processing Visiting Student Elective applications).
• 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 or missing deadlines could have immediate repercussions for the clinical faculty, trainees, staff on-site and on medical education program delivery. 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, under minimal supervision.

Supervision Given None.

Minimum 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 inclusion
   

Preferred Qualifications
Office and administrative experience preferred. Relevant UBC experience preferred.

Ability to effectively use Microsoft Outlook, Word, Excel, Teams, SharePoint and Zoom at an intermediate level. Experience with One45, Entrada (i.e. Elentra) and/or TTPS 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 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.

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

May 22, 2025

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

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