Sub-Specialty Education Manager - Vancouver, Canada - The University of British Columbia
Description
Job Summary
The Sub-Specialty Education Manager is responsible for providing administrative oversight to all sixteen (16) sub-specialty training programs within the clinical divisions in the Department of Medicine, ensuring that all programs are compliant with the Royal College of Physicians and Surgeons of Canada's (RCPSC) accreditation standards and the Faculty of Medicine's Postgraduate Medical Education Office's (PGME) policies and guidelines. The position reviews program documentation, makes recommendations for improvements, assists with operationalizing necessary changes, and follows up on progress with the Sub-Specialty Education Program Directors. The position provides administrative management to the Sub-Specialty Education Program Staff, provides direction and advice to the Sub-Specialty Education Program Directors, and provides relevant training and support in Workday and TTPS (teaching tracking payment system). Where possible, this position will also standardize the administrative functions within the sub-specialty education training programs. In addition, this position will oversee all aspects and ensure continuity of sub-specialty faculty administrative appointments (new appointments and renewals), as well as coordinate the submission of all sub-specialty education training program teaching payments prior and Department of Medicine Standing Committee payments.
Organizational Status
The position will report to the Senior Education Manager and will take work direction from the Director of Administration and the Sub-Specialty Program Directors. This position will regularly interact with faculty, staff, and trainees, at all levels within the Department of Medicine and its divisions and programs. This position will also regularly liaise with units external to the Department such as the Faculty of Medicine's Postgraduate Medical Education (PGME) Office and Finance Team.
The Department of Medicine's Administration Office is located in the Diamond Health Care Centre (DHCC) at the VGH Hospital site. This position may be required to travel to other sites (UBC Point Grey, St. Paul's Hospital, etc.) as well as work flexible hours (early morning and evenings) and flexibility to move onsite work days as needed.
Work Performed
Develops standardized resources, manuals, systems, tools and appropriate policies and procedures across the sub-specialty training programs where needed and where possible, ensuring initiatives are in alignment with Faculty of Medicine and UBC policies and procedures.
Advises on relevant HR matters including accommodation requests, leave requests, reclassification requests, and salary queries after consultation with the Department of Medicine's HR Team. Approves Program Staff leave requests in Workday. Ensures staffing and classification equity amongst all residency training programs as positions become vacant.
Works with the sub-specialty training programs to establish administrative goals and objectives; supports the operationalization of changes that may be needed by providing guidance and mentorship. Assesses and evaluates progress.
Works with the Program Directors to investigate sub-specialty training program administrative issues as needed; recommends solutions as needed; oversees the implementation of solutions as needed.
In conjunction with the Program Directors and Division Heads (as needed), writes job descriptions, interview and in-basket questions, recruits including completing reference checks, performance manages, and in collaboration with the Program Directors and Division Heads (as needed) makes decisions on terminations of Program Staff. Sits on the interview committee for faculty administrative positions in each sub-specialty training program. Coordinates faculty administrative reappointments and job postings.
On-boards and trains new Program Staff on common processes and non-program specific practices and policies. Where possible, provides coverage options for the Program Staff.
Participates and advises in the planning, development, administration and continuous improvement initiatives within the sub-specialty training programs.
Provides information, guidance and advice to all levels of the sub-specialty training programs including faculty members who hold administrative positions. Disseminates relevant Department of Medicine and Faculty of Medicine information to the sub-specialty training programs.
Manages the teaching payments for all residency programs, ensuring adherence to the Ministry of Health budget and Faculty of Medicine and UBC policies. Acts as the TTPS validator for those smaller sub-specialty training programs that do not have a supervisor within the program.
Provides training to Program Staff on how to process relevant expense reports in Workday. Advises Program Directors and Program Staff on their Ministry of Health (MOH) budget as needed.
Liaises with stakeholders who are both external and internal to UBC, building effective working relationships.
Assists the Program Staff with accreditation review schedules and documentation as needed.
Attends all meetings relevant to the position.
Works a flexible schedule as needed to accommodate meetings and events. Onsite days may need flexibility to accommodate the schedules of stakeholders.
Supports the educational programs within the Department of Medicine and its divisions as needed.
Performs other duties as required.
Consequence of Error/Judgement
The impact of error in this position is high. Due to the profile of the sub-specialty training programs, this position must exercise appropriate judgement and demonstrate strong problem-solving abilities as well as the ability to keep all stakeholders appraised of situations. Poor decisions may impact the sub-specialty training program's ability to remain compliant with PGME, UBC, and RCPSC policies which could lead to accreditation issues including the sub-specialty training program being put on Notice To Withdraw by the RCPSC.
Supervision Received
Works independently under limited supervision. Reports directly to the Senior Education Manager from the Department of Medicine's Administration Office and takes work direction from the Director of Administration from the Department of Medicine's Administration Office and the Program Directors within the sub-specialty training programs.
Supervision Given
All Program Staff within the Sub-Specialty training programs under the Department of Medicine report administratively to this position.
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
Administrative experience with UBC systems (i.e. Workday and TTPS) and management within a PGME program an asset.
Demonstrated ability to manage projects and lead change in a large department.
Ability to analyze problems, identify issues and effectively resolve.
Ability to work independently and in a team environment.
Ability to prioritize and work under pressure to meet deadlines.
Ability to build consensus with a wide range of stakeholders.
Ability to work collaboratively with a wide range of stakeholder.
Experience in using a wide range of computer and administrative systems.
Ability to interpret requirements, create process and procedure.
Ability to collect and analyze data.
Ability to multitask, to manage new projects and organize events.
Ability to work autonomously, to organize work to meet firm deadlines.
Excellent interpersonal, communication and problem-solving ability.
Highly motivated with an ability to take initiative with attention to detail.
Effective communication with ability to actively listen and probe to clarify complex issues.
Ability to deal with a diversity of people in a calm, courteous, and effective manner.
Experience in investigating and resolving conflict and issues in a professional manner.
Ability to handle sensitive issues in a tactful and confidential manner.
Proven ability to exercise excellent judgment.
Ability to work a flexible schedule and flexible on onsite workdays.