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.
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
June 30, 2027
Please provide a cover letter as part of your application, as applications without a cover letter will not be considered.
This position is for maternity leave coverage for a 14-month term, with the possibility of extension.
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 Description Summary
The Assistant Manager, Office of Undergraduate Medical Education (OUGME) is responsible for the operational and administrative functions of the Undergraduate Medical Education Office within the MD Undergraduate Program (MDUP). Working closely with the Associate Dean, UGME and the Manager, OUGME, the role supports priority setting and leads a variety of ongoing, annual, and one-time initiatives within the UGME Office. The Assistant Manager also oversees the organization of all committees, councils, working groups, and events within the UGME portfolio, and manages the recruitment and reappointment process of UGME faculty leaders, ensuring mandates are fulfilled efficiently and in a timely manner.
Fosters effective working relationships with staff and faculty across the MD Undergraduate Program sites. Provides operational leadership to CUPE 2950 staff completing work in support of the OUGME.
The position is based out of Gordon and Leslie Diamond Health Care Centre (DHCC). Occasional travel within the Lower Mainland may be required to support UGME events at other UBC sites.
Organizational Status
Vision: Transforming Health for Everyone
The Office of Undergraduate Medical Education (OUGME) is the strategic, operational and administrative office for the MD Undergraduate Program (MDUP). It is responsible for providing critical support and works closely with all MDUP distributed sites. With expanded and distributed undergraduate medical education and postgraduate medical education across the province of British Columbia, the Faculty of Medicine MDUP has four distributed academic campuses, the Island Medical Program (IMP) at the University of Victoria (UVic), the Northern Medical Program (NMP) at the University of Northern British Columbia (UNBC), the Southern Medical Program (SMP) at the University of British Columbia Okanagan (UBCO), and the Vancouver Fraser Medical Program (VFMP) at the University of British Columbia (UBC), as well as clinical campuses governed through affiliation agreements with all six provincial health authorities.
Work Performed
Responsible for the daily operations within the Office of Undergraduate Medical Education (OUGME), engaging in continuous quality improvement to ensure the efficient and effective administration, organization, and operations of the office. Supports the Associate Dean, UGME and senior UGME leaders with managing priorities within the portfolio.
Responsible for and manages a variety of ongoing, annual, and one-time initiatives or projects for the OUGME, this includes: identification, implementation, review and management of all aspects of the project cycle including coordinating activities of project teams, analyzing and evaluating outcomes and providing advice on improvements.
Provides first-level advice and manages multiple issues, escalating to the Manager, OUGME and Associate Dean, UGME as required, including those of sensitive and confidential nature.
Manages the carry-through of information update on relevant systems (e.g., Entrada, MedNet, Qualtrics, TouchNet, MCC, Workday reporting, AFMC GQ, etc.) in alignment with the UGME goals and priorities.
Ensures the Associate Dean, UGME, senior UGME faculty and administrative leaders, and the Manager, OUGME are informed on new developments that are related to various projects and meetings, in a timely manner.
Writes/initiates drafts confidential communications and reports for the consideration of the Associate Dean, UGME, senior UGME faculty and administrative leaders, and Manager, OUGME pertaining to UGME matters. These communications and reports will deal with sensitive matters and must be prepared using extreme tact and diplomacy.
Responsible for overseeing the mandate of the OUGME which includes providing organizational oversight to formal standing committees and advisory councils within the UBC Faculty of Medicine UGME governance structure such as the Undergraduate Medical Education Committee (UGMEC) and other subcommittees, advisory councils, working groups and task forces. Attends meetings, transcribes minutes as needed, updates action logs, and produces reports and formal letters to outline implementation of the decisions made at the committees/meetings.
In consultation with the Manager, OUGME, supports the MDUP accreditation processes, which includes uploading approved UGMEC policies and documents to MedNet. Manages the logistics (room bookings, catering etc.) for internal reviews and on-site Accreditation visits, and assists with the preparation of relevant documentation and schedules.
Ensures the MDUP calendar entry in the UBC calendar accurately reflects the current program. Works with the MDUP faculty and administrative leadership and the appropriate University personnel to ensure that the MDUP calendar entry is correct.
Responsible for ensuring that UGME-related information is current and up to date. Updates and manages relevant information on student-facing systems (Entrada, MedNet, Qualtrics, MDUP webpage, etc.) in alignment with UGME and the Faculty’s mandate, goals, and priorities.
Responsible for the tracking, compiling, and reporting of extracurricular student activities and learner environment reports within the MDUP.
Manages and processes MDUP student requests such as credentialing and degree verification for current MDUP students and alumni.
Oversight on the organization of the UGME bi-annual retreat and other UGME related events as identified by the Associate Dean, UGME or the Manager, OUGME.
Supports the Associate Dean, UGME with coordination of HR processes; which includes supporting UGME faculty recruitment, coordinating interviews, generating offer letters and announcements, and maintaining personnel files for UGME faculty leads, in compliance with UBC and FoM standards.
Develops, recommends and implements standard operating procedures pertaining to the effective operation of the UGME. All policies, procedures, and systems will be documented within corresponding OUGME Manual.
Oversees the OUGME records retention management system in compliance with the Faculty and University’s records retention management system.
Provides support to FoM colleagues, at the direction of the Manager, OUGME.
Performs other duties as required to meet the operational needs of the OUGME.
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. The incumbent is expected to apply an extensive understanding of objectives and mandate of the Office of Undergraduate Medical Education (OUGME), the MD Undergraduate Program (MDUP), the Faculty of Medicine, the operating procedures and functions of distributed sites, university policies and procedures and related organizational protocols.
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 OUGME 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 OUGME, the MDUP, 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 will be expected to respond well to unexpected circumstances and exercise independent judgment. Expected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely manner. Reviews working procedures and implements changes as deemed appropriate.
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 to the Manager, Office of Undergraduate Medical Education (OUGME). Receives direction and works closely with the Associate Dean, UGME.
Works independently under broad directions and minimum guidelines. Work is reviewed in terms of achievement of specific objectives, soundness of judgement and quality of work. Performance is reviewed by the Manager, OUGME along with feedback from the Associate Dean, UGME and senior UGME leaders.
Supervision Given
Directs and manages the activities of CUPE 2950 staff within the Office of Undergraduate Medical Education (OUGME).
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
Exceptional interpersonal skills and demonstrated experience working with a diverse student population and work environment.
Ability to effectively problem-solve. Ask questions and look for information that helps to identify and differentiate the symptoms and root causes of every day, defined problems. Suggests remedies that meet the needs of the situation and those directly affected. Resolves problems and escalates issues appropriately.
Strong communication skills, both orally and in writing, with proven ability to communicate professionally and tactfully.
Ability to compose correspondences and other written materials using clear and concise business English. Experience with report writing, minute taking, and policy writing is an asset.
Ability to manage projects including the development, implementation, and evaluation of project and communication plans that involve a variety of stakeholders.
Ability to adapt to changing priorities, set work priorities, work under pressure and meet deadlines within allocated time and resources.
Ability to consistently foster collaboration and respect among team members by addressing elements of the group process that impede, 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 thereby integrating resources in a timely and organized basis.
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 faculty, senior administrators, and external agencies.
Knowledge of University and Faculty of Medicine policies, procedures, governance and administrative systems preferred.
Experience using student management systems (FSC, SISC, FMIS, MEDICOL, Peoplesoft, CMS, and Workday Student) is strongly preferred.
High proficiency in current versions of MS Office Business Productivity Tools and the ability and desire to learn new operating models and build on an existing organizational proficiency with various project methodologies.