ICC Provincial Program Lead

Job Category
M&P – AAPS

Job Profile
AAPS Salaried – Administration, Level A

Job Title
ICC Provincial Program Lead

Department
Education Administrative Support tendersglobal.net Medical Undergraduate tendersglobal.net Faculty of Medicine

Compensation Range
$5,622.33 – $8,081.00 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
March 18, 2024

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

Job End Date

• This position may be eligible for hybrid-work arrangement.
• This position is eligible to work at any of the four locations:
  • University of British Columbia Point Grey Campus and Gordon and Leslie Diamond Health Care Centre
  • University of Victoria, Academic and Clinical Campus
  • University of Northern British Columbia, Academic and Clinical campus
  • Kelowna Clinical Academic Campus and Reichwald Health Sciences Centre, UBCO

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. 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 position provides central administrative and project management to support the provincially distributed UBC Integrated Community Clerkship (ICC) program which supports learning experiences across diverse regions of the province. This position works closely with the ICC Program Director, ICC Expansion Director, Year 3/4 site Program Managers, ICC Site Directors, ICC Program Administrators, and liaises with faculty, staff, the ICC Sub-committee and ICC expansion working groups to ensure the strategic delivery of ICC programming and related projects throughout the province

Responsible for the operational and administrative management of the ICC Program including project management and continuous improvement for ICC implementation and maintenance across the distributed sites. Manages priorities and coordinates the completion of a variety of projects and activities to ensure efficiency and efficacy of provincial ICC initiatives and goals. Supports the ICC Program Director and ICC Expansion Director with developing program and service commitments, managing requests for information, meeting/retreat planning and facilitation, and makes the appropriate linkages with the other members of the MDUP/ICC Program throughout the province. Manages mandates of strategic planning and committees, ensuring that mandates are strategically aligned and fulfilled in the most efficient and timely manner.

Deals with highly confidential and sensitive material and matters. A high level of integrity is required in maintaining confidentiality. Manages information in a demanding environment requiring the highest level of tact, critical thinking, discretion and sensitivity. Fosters inclusive and effective working relationships with other units within the Undergraduate Medical Education (UGME) portfolio and provides leadership to collaborating units who collaborate with ICC faculty leadership such as clinical faculty and staff, Site Program Managers, community preceptors, medical office assistants and hospital administrators, UBC Undergraduate departments in the Faculty of Medicine, and other provincial healthcare professionals. 

Organizational Status

This position reports directly to the Senior Manager, Medical Education, VFMP (Years 3 and 4) and works closely with ICC Expansion Director, ICC Program Director, members of the ICC Subcommittee and members of the ICC Expansion working groups.
 

Work Performed

ICC Project Management

General

• Manages and develops project plans and oversight for the overall delivery and continuous development of the provincial ICC program alongside the ICC Program Director, including new site implementation in collaboration with distributed site colleagues.  
• Provides first-level advice and acts as the primary point of contact and liaison for all internal and external members.
• Collaborates with ICC Program Director, Site Program Managers and UBC Finance to manage monthly expenditures ensuring that the ICC program adheres to and is compliant with the budget allocation.  This includes coordinating the collection, submission and processing of ICC reimbursement claims from provincial ICC Program Director, Site Directors and Program Administrators with UBC Finance.
• Manages electronic materials via cloud-based software and ensures all provincial ICC Program and student documentation is maintained and stored according to UBC records management and UGME policy.
• Develops and manages effective internal and external communications on behalf of the provincial ICC program by developing communications plans, creating strategic messaging, and flagging key operational and programmatic delivery issues.

Provincial Program Leadership

• Manages and oversees the annual provincial student ICC Application Process, including setting timelines, developing information sessions and presentations, document management and student communications.
• Collaborates closely with the Assessment and Evaluation Coordinators, Year 3-4 site Program Managers, Provincial ICC Director and Site Directors, ICC Program Coordinators, and Provincial Learner Assessment Team (PLAT) to support the assessment and evaluation processes. Ensures processes are strategic, high-quality and follow accreditation standards set forth by the Liaison Committee for Medical Education (LCME) and UBC Policies and Procedures, which includes a comprehensive absence policy. 
• Develops and implements processes supporting administration, continuous quality improvement initiatives and growth of the ICC program 
• Leads strategic alignment of processes and project implementation and creates efficacy benchmarking strategy across ICC sites.
• Manages ICC Subcommittee meetings, ICC administrator meetings, ICC retreats and ICC event panning to support site collaboration, information sharing, strategic visioning and outcomes analysis.  
• Manages and reviews the ICC Sub-Committee Terms of Reference (TOR) and membership list in coordination with the ICC Program Director.

Consequence of Error/Judgement

Consistent with the Faculty’s Professional Standards document, the Faculty is committed to the highest level of professionalism in all interactions. This position requires judgment, critical thinking, tact, discretion and initiative to an outstanding degree, especially in handling matters of a non-routine nature requiring the interpretation of University and Faculty guidelines, procedures and policies. The Office of the Regional Associate Dean, VFMP routinely deals with sensitive and high priority issues. Tact and discretion in dealing with confidential and sensitive matters is paramount. Errors in judgment with internal and external constituents could have a negative impact on the Office of the Regional Associate Dean, VFMP, the Faculty and the University resulting in legal action, negative public relations, financial costs, and loss of credibility.

Work must often meet tight deadlines and requires the incumbent to perform well under pressure. The incumbent is expected to respond well to unexpected circumstances and exercise independent judgment. The incumbent must demonstrate exceptional public relations and interpersonal skills in dealing with high profile members and senior administration of the university community. Inappropriate or errant communications of sensitive issues could have a serious impact on operations and have legal implications.

Supervision Received

Reports directly to the Senior Manager, Medical Education, VFMP (Years 3 and 4), receives strategic direction from the ICC Program Director and works closely with Site Administrative Program Managers to deliver on these strategic and programmatic alignments and directives. Works independently under broad directions and minimal guidelines. Work is reviewed in terms of effectiveness within established policies and guidelines.

Supervision Given
Provides guidance and oversight to site ICC Administrators with regards to the overall administrative requirements and deliverables of the provincial ICC program and ensures program and project management alignment with UBC best practices in financial management, procurement and administrative responsibilities for faculty leadership.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two 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

Models a team commitment, an inclusive client-service mindset, and respect for others including learners, staff, faculty, and community collaborators.

Excellent interpersonal and diplomacy skills as well as demonstrated ability to work effectively in intercultural spaces, with colleagues and learners who may possess diverse abilities, and identities within virtual and in-person office spaces.

Ability to work effectively in cross-functional teams and to develop thoughtful and effective working relationships and best-practices with students, faculty, staff and community collaborators.

Experience managing and implementing projects across multiple units and collaborators. Proven track record of ensuring excellence in project management, including setting timelines, status reporting, and making recommendations to improve efficiency and quality of deliverables. Intermediate to advanced level computer experience required (Zoom, Video-conferencing, Microsoft Office programs, including Outlook, Word, Excel, Teams, SharePoint and PowerPoint). Superior interpersonal and management skills required and experience working in complex environments such as health care organizations or universities preferred.

Excellent oral and written communication and public relations skills required. Ability to exercise 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 leadership and external agencies.

Strong organizational, problem-solving, critical thinking, planning and analytical skills required. Exceptional attention to detail required. Ability to manage projects that involve a variety of stakeholders. Ability to adapt to changing priorities, set work priorities, work under pressure and meet deadlines.

Ability to mentor and coach staff and team members, establish customer-service standards and goals, provide feedback and take developmental feedback action as required.

Ability to 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. Ability to work strategically and cooperatively in a team environment with all levels of professional, technical and administrative staff integrating resources in a timely and organized basis.

Knowledge of University policies and procedures preferred. Experience with videoconferencing, teleconferencing and ability to operate a normal range of office equipment is required. Ability to travel between sites as required and work outside regular office hours if required.