Associate Director, Student Affairs, MDUP

Staff – Non Union

Job Category
M&P – AAPS

Job Profile
AAPS Salaried – Administration, Level C

Job Title
Associate Director, Student Affairs, MDUP

Department
Education Administrative Management tendersglobal.net Office of Education tendersglobal.net Faculty of Medicine

Compensation Range
$7,400.83 – $11,540.42 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
January 12, 2024

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

Job End Date

Please submit a cover letter along with your application.

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.

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.

Job Summary

Responsible for overseeing all administrative functions to support the mandate of the Associate Dean, Student Affairs, MD Undergraduate Program (MDUP), which includes leading the strategic, operational and administrative organization of the Office of Student Affairs  within the MD Undergraduate Program (MDUP) and providing student support services to approx. 1192 students across the province.  The Associate Director, Student Affairs, MDUP supports the program’s, Faculty of Medicine’s and UBC’s Strategic plans to lead and enable student excellence in the areas of well-being, career planning, financial aid and debt management, academic advising, and in initiatives that enhance and embrace student equity and diversity.  Manages priorities and drives a variety of ongoing, annual and one-time projects and activities to ensure efficiency and efficacy of the office’s initiatives and goals. Works closely with and  provides advice and expertise to the Associate Dean, Student Affairs, advising of options and courses of action. Provides administrative leadership, project and financial management in respect to the Office of Student Affairs activities in the MDUP. Manages mandates of strategic planning and student affairs working groups/councils, ensuring that mandates are fulfilled in the most efficient and timely manner.

Fosters effective working relationships with student affairs and educational teams and provides information and guidance to staff who work and communicate with the Associate Dean, Student Affairs provincial office. Provides operational leadership to Management & Professional staff and CUPE 2950 staff based in Vancouver Fraser and completing work in support of the provincial office.  The Associate Director, Student Affairs, MDUP, represents the Office of Student Affairs, UBC MDUP at a range of external and internal meetings and is responsible to be an effective liaison with a number of groups. 

Organizational Status
Reports to the Administrative Director, in the Office of the  Vice Dean, Education, UBC Faculty of Medicine. Works closely with, and takes direction from, the Associate Dean, Student Affairs. Works closely with the Administrative Directors within the MD Undergraduate Program;  Student Affairs Assistant Deans and Coordinators in each of the four distributed MD Undergraduate Program sites – the Island Medical Program (IMP), the Northern Medical Program (NMP), the Southern Medical Program (SMP) and the Vancouver Fraser Medical Program (VFMP) which includes the Fraser Medical Cohort (FMC); the  Student Financial Assistance Officer, Student Affairs; the Undergraduate Medical Education Team; MD Admissions, the Career Planning Team; the Indigenous Student Initiatives Manager; Black Student Initiatives Manager,  and UBC Safety and Risk  Services.  Communicates and works effectively with faculty, staff, and learners throughout the province. Liaises with representatives of external organizations as required.
Work Performed

• Provides administrative leadership and is responsible for the overall management of the Office of Student Affairs provincial office; advises and works on long-range planning, strategic initiatives and issues management; works with senior management within the MDUP to carry out strategic goals and initiatives.

• Leads and manages the conceptualization, planning, and implementation of a variety of strategic projects, initiatives and reports within the Office of Student Affairs, MDUP.  Works in consultation with the Associate Dean, Student Affairs and the Administrative Director, Office of the Vice Dean, Education on strategic initiatives, goals, and objectives provincially for the Office of Student Affairs, MDUP; initiates and drives numerous ongoing, annual and one-time projects and activities; reviews projects and activities with the Associate Dean, Student Affairs, including problem solving, project management, development and execution of deliverables, and manages issues for discussion regarding strategic and operational matters. Identifies opportunities for improvements to further enhance the student experience provincially.     Independently researches, prioritizes and follows up on multiple issues and concerns identified by the Associate Dean, Student Affairs, including those of a sensitive or confidential nature, determines appropriate course of action, referral, or response.

• Researches, synthesizes and compiles information from a variety of sources into reports and summaries to be used by the Associate Dean, Student Affairs. Composes and edits reports and presentations of the Associate Dean, Student Affairs, exercises discretion as to content.

• Working closely with the Associate Dean, Student Affairs and MDUP leadership, this position ensures the services and support offered through the Office of Student Affairs, MDUP is in compliance with the Committee on Accreditation of Canadian Medical Schools (CACMS) accreditation standards, with plans to mitigate risk where required. 

• Responsible for the delivery of the MDUP Career Planning Program; works closely with the Director, Career Planning Program, the Career Planning Advisors, and with assigned administrative staff.

• Oversees communication within the Office of Student Affairs provincially (strategic, operational and requests for information).  Liaises with UBC Faculty of Medicine Communications as required.

• Manages the Faculty of Medicine Student Affairs website content; writes content for content providers as necessary.

• Manages the Student Affairs provincial budget and forecasts future expenses. Manages budgets and financial statements for special projects or programs and funding proposals, including reporting, making recommendations to the budget, and overseeing the full scope of any project proposals.

• Collaborates and works closely with the provincial Student Affairs administrative and faculty team, the Associate Dean, Student Affairs, Administrative Directors (VFMP, IMP, NMP, SMP), UGME Office, and MD Admissions to deliver a consistent and equitable student experience for MDUP students which are in line with accreditation requirements.   Researches and provides background material for monthly strategic planning meetings and other key councils/working groups, using knowledge of policies, procedures and best practices; develops agendas and prepares appropriate materials and presentations; attends meetings as required; ensures follow up actions are completed.

• Provides day-to-day leadership and managerial direction to the Office of Student Affairs, MDUP staff.  Directly supervises Management and Professional staff and CUPE 2950 staff based in Vancouver Fraser; overseeing workflows, vacation schedules, and absence requests ; ensures appropriate coverage for efficient business operations; responsible for recruitment, performance review, discipline as needed of Vancouver Fraser-based staff. Resolves discrepancies and mediates conflicts.   Student Affairs Coordinators based in IMP, NMP, and SMP have a functional dotted line reporting to the Associate Director, Student Affairs, MDUP. 

• Directs and supports all aspects of faculty/decanal recruitments and reappointments within the Office of Student Affairs, MDUP.

• Ensures any workplace conflicts, which may or may not involve union representatives, are effectively addressed, managed, and resolved.  This includes working relationships between faculty and operational staff.  The Associate Director, Student Affairs, MDUP, is expected to have a high degree of conflict resolution skills.  Where is this not possible, the Associate Director, Student Affairs, MDUP, works with the Associate Dean, Student Affairs and/or the Administrative Director, Office of the Vice Dean, Education to develop and implement effective solutions to resolve issues, in accordance with UBC policies and the University’s employment agreements. 

• Advises the Associate Dean, Student Affairs and the Administrative Director, Office of the  Vice Dean, Education, on issues of operational needs of the provincial office, including  HR, Facilities, Finance as well as personnel. Recommends policies and procedures for improved office efficiencies and processes.

• Responsible for access control for staff and faculty within the Office of Student Affairs, provincially; serves as on-line Directory Administrator for the provincial Student Affairs team (including all sites within the MD Undergraduate Program).

• Ensures a customer-focused/student-centric environment of the provincial office and the efficient administration of its associated activities.

• Oversees office records retention management system in compliance with the Faculty and University’s records retention management system. Promotes records management best practices to other student affairs team members within the Faculty.

• Attends regular Student Affairs Advisory Council meetings and other MDUP or Faculty of Medicine educational committee meetings as required. Some travel within Vancouver Fraser and to other sites across the province as required.

• Provides support to colleagues in the office during absences.

• Performs other duties as required.

Consequence of Error/Judgement
This position requires judgment, tact, discretion and initiative to an outstanding degree. The Office of Student Affairs, MDUP routinely deals with highly sensitive, confidential and high priority issues. Tact and discretion in dealing with confidential and sensitive matters is essential. If confidentiality is mishandled or breached, professional and academic careers may be affected. Disseminating incorrect information would greatly impact the reputation of the Associate Dean, Student Affairs, the MD Undergraduate Program, the Office of the  Vice Dean, Education and the Faculty as a whole. Failure to meet project targets or deadlines or lack of planning could adversely impact the reputation of the Faculty. Errors in judgment with internal and external constituents could have negative impact on the Faculty and the University resulting in legal action, negative public relations, financial costs, and loss of credibility.
Supervision Received
Reports to the  Administrative Director, Office of the Vice Dean, Education  UBC Faculty of Medicine. Works closely with, and takes direction from, the Associate Dean, Student Affairs, MDUP. Works independently under broad directions and minimum guidelines. Work is reviewed in terms of sound management practice and effective achievement of specific objectives.
Supervision Given
Directs and manages the activities of Management & Professional Staff and CUPE 2950 staff within the Office of Student Affairs, MDUP based in Vancouver Fraser.   Student Affairs Coordinators across the program (Island Medical Program, Southern Medical Program, and Northern Medical Program) have a functional dotted line reporting to the Associate Director, Student Affairs, MDUP. 
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of five years of related experience, or the 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

• Ability to identify, obtain and effectively manage organizational resources (e.g., people, materials, assets, budgets).

• Ability to effectively manage and lead change in a collaborative manner.

• Experience leading staff and working with senior leadership. Ability to work effectively with varied and diverse groups and dynamic environments

• Effective interpersonal and leadership skills at senior levels and in complex environments such as health care organizations or universities.

• Excellent oral and written communication and public relations skills.

• Ability to exercise a high level of diplomacy, tact, and discretion when working with information of a confidential and/or sensitive nature and in dealing with various levels of senior administration and external agencies.

• Ability to maintain accuracy and attention to detail.

• Ability to manage projects that involve a variety of education and Faculty partners. Ability to develop, implement and evaluate project and communication plans.

• Ability to adapt to changing priorities, set work priorities, work under pressure and meet deadlines within allocated time and resources.

• Ability to diagnose problems, identify underlying issues and effectively resolve the issues.

• Ability to mentor and coach staff, establish standards and goals, evaluate performance, provide feedback and take corrective action.

• Ability to consistently foster collaboration and respect among team members by addressing elements of the group process that impedes, or could impede, the group from reaching its goals.

• Intermediate to advanced level computer experience required (Microsoft Office programs, including Outlook, Word, Excel, SharePoint and PowerPoint).

• Ability to effectively design and modify web sites.

• Flexible, comfortable working in ambiguity, and high action orientation and invigorated by change.

• Knowledge of University & Faculty of Medicine policies, procedures, governance and administrative systems preferred.