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Staff – Non Union
Job Category
M&P – AAPS
Job Profile
AAPS Salaried – Administration, Level B
Job Title
Education Programs Manager
Department
Administrative Management | Department of Surgery| Faculty of Medicine
Compensation Range
$5,906.25 – $8,508.42 CAD Monthly
The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.
Posting End Date
November 20, 2022
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.
Job Summary
The Education Programs Manager is responsible for providing operational leadership to a portfolio of postgraduate programs and discipline specific undergraduate surgical education programs in the UBC Department of Surgery. This includes managing the program administrators, strategic change and project management, developing shared resources, facilitating the sharing of best practices, ensuring compliance with accreditation standards and supporting competence by design.
The Education Programs Manager is responsible for providing operational leadership to a portfolio of postgraduate programs and discipline specific undergraduate surgical education programs in the UBC Department of Surgery. This includes managing the program administrators, strategic change and project management, developing shared resources, facilitating the sharing of best practices, ensuring compliance with accreditation standards and supporting competence by design.
Organizational Status
The UBC Faculty of Medicine Department of Surgery educates students at the undergraduate, graduate and postgraduate levels, and pursues research to make innovative advancements in knowledge and practice to improve health. The Department consists of more than 600 physicians, surgeons, scientists and educators and over 70 administrative, research and technical staff in nine divisions distributed across British Columbia. Specialty training programs are offered in Cardiac Surgery, Colorectal Surgery, General Surgery, Neurosurgery, Otolaryngology, Pediatric Surgery, Plastic Surgery, Radiation Oncology, Surgical Oncology, Thoracic Surgery and Vascular Surgery. The Department is also home to the Branch for Global Surgical Care (BGSC).
The incumbent reports to the Director of Administration. Working closely with the Program Directors, the incumbent manages the Program Administrators within their given portfolio. The Education Programs Manager works with appropriate faculty and staff within the Department of Surgery, Faculty of Medicine – Dean’s Office, Clerkship Program Directors, Discipline Site Specific Leaders (DSSLs), as well as staff, residents and students throughout the Vancouver Fraser Medical Program (VFMP), the Island Medical Program (IMP), the Northern Medical Program (NMP), and the Southern Medical Program (SMP).
Work Performed
- Provides operational and administrative oversight of a portfolio of surgical postgraduate programs and discipline specific undergraduate surgical education programs while fostering a respectful, supportive and productive team.
- Manages education related special projects and change management initiatives for the Department of Surgery.
- Manages the Program Administrators in the portfolio including regular performance reviews, coaching, training, vacation coverage and tracking, team building, hiring and termination.
- Defines the priorities and associated timelines to achieve milestones related to CBME, accreditation, and special projects and ensures they are managed appropriately, in conjunction with the Program Directors and Program Administrators.
- Leads the creation and maintenance of processes to review, develop and update policies, practices, and protocols to ensure the Department’s education programs adhere to Royal College accreditation standards and Faculty of Medicine policies.
- Oversees the accreditation process for external and internal reviews of the residency programs within the portfolio. Provides leadership to the Program Directors and Program Administrators with all administrative aspects of the reviews, including preparation of documentation, quality control and deadlines.
- Oversees the compilation of evaluations for faculty members.
- Ensures all program related communications and materials are updated.
- Provides leadership to the Program Directors and Program Administrators regarding the education program budgets, educational grants and teaching payments in both the postgraduate and MD programs.
- Collects and analyzes data related to the educational programs and generates action plans to determine best practices, effectiveness, tracking progress and dissemination.
- Provides oversight for the annual CaRMS (Canadian Residency Matching Service) application process ensuring that best practices and efficient tools and technology are in place.
- Acts as a resource for complex issues and provides information, guidance and advice to residents, medical student and faculty as needed and appropriate.
- Resolves issues related to accreditation and CBME on behalf of Program Directors and Program Administrators including routine follow-up of outstanding Entrustable Professional Activities.
- Provides leadership and oversight to Program Administrators in the preparation of documents, reports and compilation of materials for Competence Committees and Resident Program Committees and shares best practices across department committees.
- Ensures programs are compliant with maintaining records in accordance with UBC’s records management policies and guidelines.
- Works with MEDIT, Postgraduate Medical Education (PGME) and RCPSC to ensure efficient and effective use of information technology.
- Performs other duties as required.
Working Conditions
The workstation is typically located in a standard office environment within the Department of Surgery.
Consequence of Error/Judgement
The Education Programs Manager must exercise excellent judgement and initiative to handle matters based on the knowledge of the UBC, Departmental and Royal College policies and procedures ensuring accreditation standards are met. Due to the high profile of the residency training programs, the Education Programs Manager must be able to keep all parties involved, informed and on task to ensure accreditation standards are maintained. The impact of error is high for this position. Errors in judgment and in timeliness and completion of service delivery will adversely affect the funding, reliability, credibility, and continuity of the Department’s medical school training activities, jeopardize a Residency Program’s accreditation, and may diminish the reputation of the Department and University. Breaches of confidentiality and security may result in serious clinical and academic consequences.
The Education Programs Manager must exercise excellent judgement and initiative to handle matters based on the knowledge of the UBC, Departmental and Royal College policies and procedures ensuring accreditation standards are met. Due to the high profile of the residency training programs, the Education Programs Manager must be able to keep all parties involved, informed and on task to ensure accreditation standards are maintained. The impact of error is high for this position. Errors in judgment and in timeliness and completion of service delivery will adversely affect the funding, reliability, credibility, and continuity of the Department’s medical school training activities, jeopardize a Residency Program’s accreditation, and may diminish the reputation of the Department and University. Breaches of confidentiality and security may result in serious clinical and academic consequences.
Supervision Received
This position reports to the Director of Administration and also takes direction from the Program Directors.
Supervision Given
Manages the program administrators and may supervise temporary staff or students as needed.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of three years of related experience, or the equivalent combination of education and experience.
Preferred Qualifications
- Ability to interpret requirements and to create new processes and procedures.
- Ability to multitask and manage new projects and organize events.
- Ability to be thorough, accurate, and have a high level of attention to detail.
- Ability to communicate effectively verbally and in writing.
- Ability to use effective communication skills in both informal and formal settings, including group facilitation and training.
- Ability to exercise sound judgment.
- Ability to provide quality service to customers in a courteous, patient manner.
- Ability to analyze problems, identify key information and issues, and effectively resolve.
- Ability to deal with a diversity of people in a calm, courteous, and effective manner.
- Ability to exercise tact and discretion.
- Experience managing staff, setting directives, delegating activities and offering constructive feedback.
- Experience in education program management, business practices, and project management.
- Experience working in a postgraduate training setting and experience with UBC policies, procedures.
- Ability to contribute to a respectful, cooperative and supportive work environment.
