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Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
OngoingAt 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
The Office of the Regional Associate Dean (RAD), VFMP is responsible for strategic program alignment, faculty leadership oversight, and oversight of local and provincial administrative functions that support the delivery of medical education in VFMP and across the province. The Office of the Regional Associate Dean manages multiple annual budgets and provides critical oversight and guidance to educational portfolios within the Vancouver Fraser Undergraduate Medical Education program, at all sites across the Vancouver-Fraser Region and in collaboration with site partners located across the province.
The Office Manager is a high-impact position, responsible for the operational and administrative organization of the Office, including providing direction and support for staff, faculty, and learners. This position manages priorities and completion of a variety of unit-wide projects and activities to ensure resource efficiency and efficacy of the Office of the RAD’s strategic initiatives and goals. Manages high-level program, service commitments, requests for information, and meetings for the Regional Associate Dean, VFMP, and Director of Administration, VFMP, and makes the appropriate linkages with the other members of the MDUP throughout the province. Manages budgets, mandates of strategic planning, and committees for the Office of the RAD, VFMP, ensuring that accreditation and institutional mandates are fulfilled and maintained in the most efficient and timely manner.
This role will foster and champion the alignment of best practices in administration and engagement within the unit and across UBC’s distributed medical education program. This includes collaboration with the Faculty of Medicine and the Office of the Vice-Dean Education in accordance with the vision and pillars outlined in the Faculty of Medicine Strategic Plan, especially as related to respectful and outstanding community collaboration, commitment to inclusion, accessibility, and a commitment to continuous improvement.
The Medical Undergraduate Degree Program (MDUP) within the University of British Columbia’s Faculty of Medicine is delivered in partnership with the University of British Columbia Vancouver and Okanagan campuses (Vancouver and SMP-Southern Medical Program), the University of Northern British Columbia (NMP-Northern Medical Program) and the University of Victoria (IMP-Island Medical Program) and in close collaboration with the Health Authorities throughout the province.
Organizational Status
The Office Manager, VFMP, reports directly to the Director of Administration, VFMP, Works closely with the Regional Associate Dean, and with the Senior Administrative Leadership Team within the VFMP. Interacts frequently with members of the VFMP team especially VFMP functional portfolio Managers, the Office of the Vice Dean, Education, UBC Faculty of Medicine, and institutional partners at large.
Work Performed
Administrative and Strategic
· Responsible for the daily operations and workflow management within the Office of the RAD, VFMP, engaging in continuous quality improvement to ensure the efficient and effective administration, organization, and operations of the VFMP office(s) and related services.
· Develops and implements long-range planning, strategic initiatives, and issues management; collaborates with senior management in the Office of the RAD, VFMP to advance strategic priorities and administrative operational and ongoing initiatives.
· Provides leadership in problem-solving, project planning and management; development and execution of identified goals, priorities, and objectives.
· Develops and implements administrative policies, procedures and systems for the Office of the RAD VFMP; manages unit records and files in accordance with UBC’s records management and retention policies.
· Provides high-level guidance and works collaboratively with other unit leaders to ensure service standards, congruent practices and processes are maintained unit wide, including those related to respectful workplace legislation, anti-bullying and harassment policies, truth and reconciliation, accessible program delivery and staff support, learner promotions.
· Develops and implements the VFMP Continuous Quality Improvement model for accreditation benchmarking, improvements, project management and tracking.
· Develops, implements and maintains oversight of the Provincial Academic Advising and Learner in Difficulty interventions including budgets, learner persistence tracking, benchmarking and reporting, and makes recommendations to the Regional Associate Deans regarding Academic Advising efficiencies, delivery improvements, and CQI.
· Advises on and manages strategic projects and initiatives within the Office of the RAD, VFMP, including efficiency and impact ideation, project charters, project management, implementation and assessment. Manages coordinating activities of project teams, develops timelines, analyzing and evaluating outcomes providing recommendation on improvements, and developing and delivering summary reports and presentations to ensure unit wide continuous quality improvement and adherence to UBC senate and Faculty of Medicine policies and best practices.
· Independently researches, prioritizes, and follows up on multiple issues and concerns identified by the RAD VFMP and Director of Administration, VFMP including those of a sensitive or confidential nature; determines appropriate course of action, referral, or response.
· Manages and oversees formal standing committees within the UBC Faculty of Medicine governance structure like Regional Student Promotions Subcommittee (RSPS), Student Promotions and Review Board (SPRB), and other planning meetings; attends and/or facilitates RAD Office administrative support for meetings and produces reports and formal letters to outline implementation of the decisions made at the committees/meetings.
· Acts as the principal liaison for VFMP space and provides local facilities project management, for staff workspaces, academic, and clinical academic learning spaces. This includes local oversight of VFMP renovation projects, facilities upgrades, equipment and furniture procurement, logistics management and accessible space modifications at UBC’s Point Grey campus, and at 13 clinical academic locations across the lower mainland.
· Collaborates with the Space Planning & Facilities Management team to ensure workplace transitions, moves, upgrades, and changes are carried out seamlessly. Responsible for leading the change activities for the Office of the RAD, VFMP within a structured process framework. Identifies any risks and impacts. Recommends policies and procedures for improved office efficiencies and processes.
· Analyzes, strategically manages, and provides guidance to colleagues on the RAD, VFMP and the Director of Administration’s commitments with respect to complex and/or significant issues; assesses meeting requests, exercising judgment and critical thinking as to the best use of the RAD, VFMP and Director of Administration’s time, based on the incumbent's knowledge of current unit priorities.
· Manages the Office of the RAD, VFMP team hardware and software procurement processes and manages unit technology attrition, upgrades, privacy awareness campaigns and compliance in alignment with Digital Solutions and Privacy Matters @ UBC best-practices, initiatives and policies.
Communications:
· Develops, recommends, and provides oversight on the implementation of all staff and faculty communications for broad distribution within the VFMP portfolio, Faculty of Medicine, and external networks as appropriate; this includes confidential documents, briefing notes, organizational models, templates, and reports on sensitive education matters requiring discretion and diplomacy.
Finance:
· Develops and/or updates financial management procedures or procurement guidelines for unit-wide use.
· Manages and oversees VFMP RAD Office unit procurement, budgetary planning forecasts and quarterly expenses and reconciliation for office equipment, hardware, software, clinical furniture, and clinical learning supplies across VFMP’s clinical academic and academic learning sites across the lower mainland.
· Manages and oversees budgets and staffing forecasts for VFMP clinical academic reception, faculty support, teaching assistants, co-op students, Work Learn students and other term staff.
· Adheres to UBC’s best practices in financial compliance, procurement, Workday processes and procedures.
· Prepares annual and quarterly financial accounting documents and makes recommendations and adjustments to ensure sound financial management and strategic resource usage.
Events
· Manages and leads the planning and execution of VFMP faculty and administrative team retreats, strategic meetings, designed to support unit strategic plans and priorities.
· Oversees the administrative budgets and procurement/reconciliation processes for purchases within the Office of the RAD, VFMP including technology, contracted services, operations budgets for administrative support across the VFMP portfolios.
· Ensures accuracy and compliance to FoM and UBC policies prior to RAD, VFMP or Director of Administration approval.
Human Resources
Develops or revises administrative office policies such as onboarding, offboarding or staff development for the Office of the RAD, VFMP
Directly manages the performance of support staff, including responsibility for hiring, onboarding, training, performance management, and, when necessary, termination of support positions. Provides guidance to administrative staff across portfolios within the Faculty and conducts regular performance reviews to ensure operational effectiveness.
· Works collaboratively with the Dean’s Office Human Resources team to support job description creation, amendments, and appointments for VFMP clinical faculty leadership positions. Manages all aspects of the hiring and reappointment processes for faculty leadership roles, including contract review and ensuring adherence to UBC and Faculty of Medicine EDI hiring policies and best practices for the Office of the RAD, VFMP..Manages the processes for hiring and payment of Teaching Assistants who support the delivery of medical education in anatomy and pathology. Works closely with clinical teaching faculty to ensure learner outcomes are achieved within TA budgets.
· Manages CUPE 2950 staff within the Office of the RAD,, VFMP core office, Life Sciences Center Reception, VFMP administrative assistance roles, and co-op students, including hiring, training, performance management and termination.
· Performs other related tasks as required to meet the operational needs of the Office of the RAD, VFMP
Consequence of Error/Judgement
This position requires judgment, critical thinking, tact, discretion and initiative to an outstanding degree, especially in handling matters of legal, 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 learner and HR 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 and external partners. Inappropriate or errant communications of sensitive issues could have a serious impact on operations and have legal implications.
Supervision Received
Reports to the Director of Administration, VFMP. Works independently under broad directions and minimal guidelines. Work is reviewed in terms of effectiveness within established policies and guidelines.
Supervision Given
Responsible for recruiting, hiring, training, and termination of all team members including CUPE 2950, Student staff (Co-op, Work Learn), and project-related contractors. Required to provide and plan thorough training for staff and to involve others to achieve MD Undergraduate program and unit service objectives. Supports and manages the implementation and operationalization of service standards across the VFMP region.
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
· Proven track record and managerial growth within a professional or education-delivery environment. Inclusive portfolio leadership, as well as thoughtful and strategic team leadership within a university or large, complex organization preferred.
· Experience working with senior levels of leadership (professional staff and Faculty Deans, Associate Deans, Assistant Deans) to collaboratively deliver projects or programs.
· Ability to, at times, work in ambiguity and changing situations, and create effective solutions to support leadership, colleagues, learners or clients.
· Experience working across professional portfolios and priorities within a post-secondary Faculty or service unit considered an asset. Experience engaging with policy development, deployment, and interpretation for post-secondary students, and/or public governing bodies.
· Experience with developing and maintaining a respectful work and learning environment in alignment with UBC and the Faculty of Medicine’s Strategic Pillars and commitments related to decolonization and Truth and Reconciliation, and the MDUP’s commitments to intersectional engagement with Indigenous and Black Pathways students and community partners.
· Experience working with staff, faculty and learners with diverse abilities, gender expression, gender identity, culture, and lived experiences. Demonstrates value for, and awareness of, best-practices in respectful and inclusive collaborator engagement, supporting associated team skills development and learner engagement that upholds these practices, commitments, and values.
· Experience with, and awareness of, federal, provincial, institutional and Faculty values related to developing and maintaining respectful workplace environments as well as intersectional equity, diversity, inclusion and accessibility initiative deployment. Experience promoting and modelling these values among team members and within programmatic models that are provided to students, faculty, and partner collaborators.
· Demonstrated growth in managerial and leadership responsibilities, including, budgetary, interpersonal, performance development, professional and unionized team management and collaborator engagement.
· Strong and proven anticipatory management skills, and ability to make decisions and provide recommendations involving complex issues related to program expectations and boundaries, learner accommodations, competency outcomes, unit or program congruency, staffing and team development.
· Ability to synthesize information and provide instruction and direction for immediate Team, faculty partners, staff and collaborating colleagues in person, online and in writing.
· Experience with developing, implementing or delivering informative presentations, policies, training/learning materials, and feedback mechanisms to keep faculty and colleagues engaged and informed.
· Experience managing change in professional work environments and supporting a team culture that supports collaboration across functional teams. Excellent interpersonal and diplomacy skills and ability to develop, maintain and nurture effective working relationships with diverse groups of students, faculty, staff or clients.
· Proven track record in service excellence for learners or clients, exceptional communication skills to support partner engagement, project management, and day-to-day maintenance within a fast-paced, impactful office environment.
· Demonstrated ability to work effectively as a member of a multifaceted team in a results-oriented office environment. Ability and desire to lead change by supporting a vision and taking appropriate action to ensure acceptance and support across portfolio.
· Proven ability to lead and guide multifaceted projects from inception to conclusion, to delegate effectively and to problem-solve. Ability to facilitate needs-analyses activities, monitor, and evaluate team-wide projects, deliverables and create reports within allocated time and resources.
· Ability to analyze problems, identify key information and issues, and effectively resolve and develop best-practices and solutions with key collaborators.
· Intermediate to advanced user of MS Suite: Outlook, Word, Excel, PowerPoint, Access, SharePoint and web browsers. Experience working with learner management systems or client relationship management systems.
· Ability to work evenings and weekends according to program needs and program delivery timeline fluctuations. Ability to travel for ad hoc site visits, conferences and professional development opportunities. Ability to contribute to other VFMP/MDUP operational and administrative projects and duties as required.
Ability to travel and ad-hoc use of personal/public vehicle or transit as required. The Program operates at hospital sites and at clinical academic environments across the Lower Mainland and Fraser Valley.