Job Description

Staff - Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)

Job Title Sr. Program Assistant

Department Administrative Management | Department of Pathology and Laboratory Medicine | Faculty of Medicine

Compensation Range $4,601.00 - $4,953.00 CAD Monthly

Posting End Date July 6, 2023

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

Job End Date Jul 17, 2026

This position is located within a health-care facility. Therefore, this positions requires successful verification of full vaccination against Covid-19 provided prior to the start date, as required by the provincial health mandate.

The anticipated start date for this position is July 17, 2023. The term is for three years.

In your application please include (1) a cover letter, and (2) a CV or resume.

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

The position is responsible for managing the UBC IPAC course.

During the first few years of the position, the program manager/coordinator will coordinate the UBC processes involved in creating a new online continuing professional development course in infection prevention and control for health care professionals and for coordinating the UBC processes for closing the current certificate in infection prevention. The individual will draft agreements with Extended Learning and agreements with external consultants as well as write quarterly funding reports to the Ministry of Health regarding how the government funding was utilized. The individual will also coordinate the schedules and book the meetings of the clinical faculty leaders, the individuals in extending learning and the consultants working on the project.

In general, the position requires the individual to review recent student evaluation data and the literature on effective on-line course delivery and social media advertising for health care professionals to determine the best way to market the program to potential students. The job tasks are performed with the freedom to select from resources and methods that are applicable in any given situation. The job tasks are governed generally by broad instructions, objectives and policies usually involving frequently changing conditions and priorities.

The position often requires the incumbent to exercise independent judgment in selecting and interpreting information, and reconciling deviations from standard methods to resolve issues or problems of both routine and complex natures. The incumbent is expected to have a clear understanding of his/her responsibilities in order to enable him/her to prioritize, to draw upon the resources available, to resolve problematic issues and to ensure the program is run as smoothly as possible. It is essential to maintain accuracy in performing tasks.

Organizational Status
The position reports to Clinical Leads of UBC Infection Control

Work Performed

GENERAL

• During the first few years of the position:

• provides project coordination for the creation of a new course in infection prevention and control; this includes tracking the status of the development of the new curriculum, coordination of course instructor in reviewing the new material and the creation of the videos for the course; ensures project is on schedule
• Estimates the annual student enrolment
• Writes status reports to the Ministry of Health regarding the student enrolment and expenses incurred by item such as tuition, teaching payments
• Drafts contracts with consultants for the development of curriculum
• Follows UBC and Faculty of Medicine processes for closing the current certificate in Infection Prevention and Control
• Takes the lead in projecting student volume, identifying costs and proposing the amount of tuition to charge
• Compiles reports utilizing statistics and other course and program data
• Responsible for the design and maintenance of the program website
• Responds to all student queries regarding which courses to pre-requisite courses are needed, how to register for the course, and assists clinical sites and students with the placement of students for their clinical clerkship
• Responds to all oral and written inquiries from local, national and international persons regarding program requirements
• Organizes and maintains program files, correspondence, administrative files regarding University policies and procedures, course materials, examinations and other student assessments, instructor evaluations
• Monitors payment/collection of program fees
• Liaises with other campus departments, technical teaching staff, and faculty members
• Provides input into program policies; develops and implements administrative procedures
• Performs administrative duties such as drafting correspondence, updating manuals, preparing minutes; program statistics, alumni records
• Uploads changes to course material as submitted by course instructors
• Tracks student complaints
• Collects and compiles student feedback
• Communication with instructors (8 to 20) regarding process and policy changes, scheduling, course evaluation, examinations etc.
• Coordinates, schedules and prepares materials for instructor meetings
• Liaises with CTLT regarding issues with Canvas and other IT issues
• Writes articles about the Infection Control Program for the Pathology Newsletter
• Keeps data on yearly student enrollment, student background, course completion, marks, course completion (dropout rates) and follows up on percentage of students hired or doing work in IPAC.
• Puts together an annual report
• Provides the number of students completing the certificate program on an annual basis
• Connects with the provincial and national accreditation bodies, IPAC Canada and IPAC-BC
• Submits the necessary paper work to UBC for curriculum changes
• Coordinate clinical student placements (PATH 451) through (HSPnet) or UBC Legal Counsel (where affiliation agreements are required)
• Responsible for Infection Control Certificate webpages on Department website
• Assists students with SISC registration issues
• Schedules courses and faculty assignments through Scientia

ADVERTISING/PROGRAM PROMOTION

• Recommends which social media to utilize for the promotion of the course
• Designs and develops promotional program material
• Updates Admissions and UBC Calendar if needed
• Ensures information on the Department website regarding the courses is current and makes the necessary changes when needed.
• Contacts potential students through UBC e-mail system and effective social media platforms
• Liaises with Faculty of Medicine Communications and Recruitment Marketing and Prospective Student Engagement (RMPSE) for program promotion
• Organizes and co-facilitates information sessions and administers follow-up surveys to attendees
• Promotion of course via UBC approved social media platforms.

ADVISING

• Discusses student issues with Clinical Faculty as they arise and offers solutions

• Meets with Clinical Faculty Leads

• Advises students/applicants in areas of academic advising

ADMISSIONS

• Assists applicants with admission-related questions and issues
• Liaises with UBC Admissions to monitor application assessment; performs secondary evaluation of specialized qualifications and educational transcripts
• Advises successful applicants of registration process

CURRICULUM REVIEW & IMPROVEMENT

• Assists Clinical Leads with curriculum review and improvement work (e.g. organizes/coordinates working group sessions and required materials)
• Organizes and maintains a repository of course changes being implemented, disseminates information between Clinical Leads and other faculty as well as Department representatives
• Aids in course revisions by procuring teaching platforms, graphics, software and filming of video materials
• Organizes external course reviews

BUDGET

• Tracks tuition revenue, submits programs expenses

Consequence of Error/Judgement
The position must exercise good judgment and initiative to handle matters based on the knowledge of UBC policies/procedures. Failure to work appropriately and maintain a high level of accuracy could lead to loss of program accreditation and errors to students\' program completion and/or permanent academic records. Errors are self-corrected.

Supervision Received
Works independently under broad direction. Responsible for completing tasks based on UBC and Department timelines

Supervision Given
None

Minimum Qualifications
High School graduation, plus two year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one\xe2\x80\x99s own

- Demonstrates a commitment to enhancing one\xe2\x80\x99s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• University degree in related discipline, preferred
• Experience in managing a professional development educational course including project management, drafting agreements and knowledge to social media tools to advertise the course

Knowledge of:

• General office procedures
• UBC scheduling, registration, and admissions systems (Scientia, SISC, FSC)
• Word-processing, spreadsheets, databases and electronic mail applications (Word, Excel, Outlook)

Skills and Ability to:

• Communicate effectively (oral and written)
• Exercise tact and discretion when handling sensitive or confidential matters
• Maintain accuracy and attention to detail
• Prioritize and meet deadlines
• Work both independently and demonstrate initiative as well as work in a team environment
• Work effectively and cooperatively with a variety of professional and non-professional staff/faculty and student
• Knowledge of UBC scheduling (Scientia), registration, and admissions systems (SISC), FSC, Canvas
• Organize a diverse and large portfolio of duties and be able to prioritize to meet deadlines.

University of British Columbia