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
July 1, 2027
This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.
Job Summary
The Manager, Office of Undergraduate Medical Education (OUGME) is responsible for managing the strategic, operational, and administrative organization of the OUGME within the MD Undergraduate Program (MDUP) and the MD/PhD Program. Manages priorities and drives a variety of ongoing, annual, and one-time projects and activities for the MDUP faculty and administrative leaders. This position will be responsible for developing and implementing administrative policies, procedures and systems, researching, preparing reports, advising on the options and recommended course of action for MDUP and MD/PhD faculty and administrative leaders, and managing special projects and events. This position will provide operational oversight to the OUGME and MD/PhD Program administrative team, ensuring they fulfill their mandates in the most efficient and timely manner.
Fosters effective working relationships with staff and faculty across the MDUP regional sites and Graduate and Postdoctoral Education (GPE) portfolio. Provides direction and operational leadership to administrative staff completing work in support of the MDUP and MD/PhD Program.
The position is based out of Gordon and Leslie Diamond Health Care Centre (GLDHCC). Occasional travel within the Lower Mainland may be required to support UGME and MD/PhD operations and events at other UBC sites.
Organizational Status
Vision: Transforming Health for Everyone
The Office of Undergraduate Medical Education (OUGME) is the provincial, 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.
The combined MD/PhD Program is a 7-year program offered jointly by the Faculty of Medicine and Faculty of Graduate and Postdoctoral Studies and is designed for highly qualified students who want to pursue a career as a clinician-scientist. The program is built upon the standard MD curriculum, but is further ‘customized’ to meet the unique PhD training program requirements of individual students based on their background, previous research experience, and chosen medical field of expertise.
Work Performed
General
Responsible for the overall operational management and leadership of the Office of Undergraduate Medical Education (OUGME) and MD/PhD Program, including continuous quality improvement to ensure the efficient and effective administration, organization, and operations of the OUGME and MD/PhD Program.
Advises and works on long-range planning, strategic initiatives, and issues management; works with the Associate Dean, UGME and/or leadership of MD/PhD Program to carry out strategic priorities and administrative operational initiatives.
Oversees and manages special initiatives within the OUGME and MD/PhD Program, including analyzing, and evaluating outcomes, providing recommendations on improvements, and developing summary reports. Provides leadership in problem-solving, project planning and management; development and execution of identified goals, priorities, and objectives.
Independently researches, prioritizes, and follows up on complex issues and concerns identified by the Associate Dean, UGME and/or leadership of MD/PhD Program including those of a sensitive and 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, UGME and/or leadership of MD/PhD Program. Composes and edits leadership reports and presentations, and exercises discretion as to content.
Manages and oversees the OUGME and MD/PhD Program operational budget and forecasts future expenses. Manages and prepares budgets and financial statements for special initiatives and funding proposals.
Directly manages the support staff’s performance within the OUGME and MD/PhD Program and is responsible for the hiring, onboarding, performance management, and termination of support positions. Trains, supervises, and administers performance reviews of general administrative staff. Provides counsel and guidance to other administrative staff within the MDUP.
Responsible for the workflow management of the OUGME and MD/PhD Program operations; ensures administrative support staff have appropriate support in resolving new or unusual issues, creating a team-oriented work environment where members have the required knowledge and training for their primary duties.
Responsible for the operational management, regulatory compliance, and strategic governance of all OUGME systems and associated external platforms managing high-risk, confidential, and sensitive information.
Manages communicating and distributing information, guidance, and direction to current students regarding the MDUP and MD/PhD Program policies, guidelines, and processes.
Acts as a resource to faculty and staff on a variety of issues related to MDUP and MD/PhD Program students, including the interpretation of University, Faculty, and Program policies, and works with FoM MDUP and MD/PhD faculty and administrative leaders to resolve all queries.
Reviews academic processes, evaluates for effectiveness, and updates and develops new administrative systems and procedures to enhance efficiencies within the OUGME and MD/PhD Program. All policies, procedures and systems to be captured within a standard operating procedure manual.
Performs other duties as required to meet the operational needs of the OUGME and MD/PhD Program.
MD Undergraduate Program (MDUP) - Undergraduate Medical Education (UGME) Specific
Manages the student transfer processes in collaboration with the Student Transfer Subcommittee (STS), including gathering student transfer requests, preparing agenda, meeting notes, and drafting formal decision letters to students. Exercises independent judgement in the interpretation of policies and procedures related to student transfers.
Manages the Student Promotion Review Board (SPRB) and oversees the student academic progress, performance, and provide decisions on promotion, advancement, and professionalism issues.
Works closely with the Faculty Undergraduate Accreditation Lead (FUAL), Associate Dean, UGME, MDUP Regional Directors of Administration, and other MDUP faculty and administrative leaders on managing curriculum planning, assessment of learning outcomes, curriculum changes, and ensuring that the MDUP meets accreditation requirements as laid out by the Committee on Accreditation of Canadian Medical Schools (CACMS).
MD/PhD Program Specific
Provides direct supervision to the MD/PhD Coordinator. Provides leadership as needed on the day-to-day management of the MD/PhD portfolio. This may include managing the admissions process, facilitating orientations and student events, and administration of awards, scholarships, reimbursements, and issuing stipends.
Manages and oversees all student financial and academic information for the MD/PhD Program, ensuring accuracy in the information captured, documented, and organized. Extracts and compiles appropriate data together to generate reports for senior faculty and administrative leaders.
Provides direct managerial coverage of the MD/PhD portfolio when the MD/PhD Coordinator is absent.
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 MD/PhD Program, 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 and MD/PhD Program 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 MD/PhD Program, 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 Senior Manager, Office of the Vice Dean, Education (OVDE) for operational and administrative matters.
Receives direction and works closely overall with the Associate Dean, UGME, and the Director, MD/PhD Program.
Receives direction and works closely with the Faculty Undergraduate Accreditation Lead and Regional Directors of Administration for all matters related to MD Undergraduate Program (MDUP) accreditation.
Works independently under broad directions and minimum guidelines. Work is reviewed in terms of achievement of specific objectives, soundness of judgment and quality of work. Performance is reviewed by the Senior Manager, OVDE along with feedback from the Associate Dean, UGME, Director, MD/PhD Program, and senior FoM leaders.
Supervision Given
Directs and manages the activities of Management & Professional staff and CUPE 2950 staff within the Office of Undergraduate Medical Education (OUGME) and the MD/PhD Program. Responsible for hiring, training, supervision, evaluation, performance development, discipline, and termination of direct and indirect reports.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of three 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
Experience leading and managing diverse teams with strong coaching and mentoring skills. Monitors team performance, supports professional growth and takes corrective action when needed to ensure desired performance is achieved.
Ability to create and foster an environment that promotes inclusivity and the values of respect, integrity, compassion, collaboration, and equity.
Exceptional interpersonal skills and demonstrated experience working with a diverse student population and work environment.
Clear, concise verbal and written communication skills with ability to translate strategic direction into actionable plans for teams. Demonstrates ability to persuade diplomatically, sensitively, and motivate behaviours to align with organizational goals and priorities.
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.
Strong facilitator with proven 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.
Experience managing projects including the development, implementation, and evaluation of project and communication plans that involve a variety of collaborators.
Ability to adapt to changing priorities, set work priorities, work under pressure and meet deadlines within allocated resources.
Ability to take initiative to identify and resolve complex matters. Comfortable with navigating ambiguous situations. Uses sound judgment and knows when to escalate situations as needed.
Experience using data and metrics to inform decision and monitor performance.
Experience with risk assessment, change management and able to effectively problem-solve.
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.