18 Jan
University of British Columbia
British Columbia
Staff - Non Union
Job Category M&P; - AAPS
Job Profile AAPS Salaried - Educational Programming, Level B
Job Title Education Programs Manager
Department Administrative Management | Department of Orthopaedics | Faculty of Medicine
Compensation Range $6,251.00 - $8,986.00 CAD Monthly
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.
Posting End Date January 26, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date Mar 31, 2027
This position is 2-year in length with the opportunity for 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 Summary
The Education Programs Manager is responsible for managing the educational and operational components of the Department’s undergraduate, postgraduate, and continuing professional development (CPD) programs. This includes managing the administrative needs, communication, operational, and recruitment of the programs, along with the financial needs. The Education Programs Manager is required to work autonomously with minimal managerial direction in the undergraduate, graduate, postgraduate programs,
and CPD.
In addition, the Education Programs Manager plays an active role in the development of program policies, participates in decision-making at a senior management level, plans workforce structures, and collaborates with the Directors, Associate Heads, and/or Department Head in developing goals and objectives, programming , and other requirements.
Organizational Status
The UBC Department of Orthopaedics has an international reputation for excellence in teaching, research and patient care. Our mission is to create knowledge, advance learning, and improve musculoskeletal health for the community at the provincial, national, and international levels. The Department consists of seven clinical divisions and a division of orthopaedic research,
and is comprised of 200+ academic and clinical faculty who choose to contribute large blocks of their time to advance knowledge in the areas of clinical orthopaedics, musculoskeletal science as well as applied biomedical engineering and related basic science areas. This focus allows the Department to be at the forefront of exciting new developments in the areas of minimally invasive joint replacement, improved bone healing, advanced techniques in spinal surgery, innovative arthroscopic techniques, and improved biomaterials and implants.
This position will report to the Administrative Manager, and works closely with the Associate Head, Education and Program Directors for the overall management of the Undergraduate, Graduate, Postgraduate and CPD Programs.
Work Performed
Education Programs (65%)
Responsible for the administrative and educational operations of the postgraduate and undergraduate programs.
Responsible for strategic planning, developing administrative systems, implementing, monitoring, and evaluating all educational activities and events as well as initiating and overseeing special projects to ensure smooth delivery of educational services.
Supports the Program Director to ensure that all training matches or exceeds faculty and national accreditation standards and curriculum guidelines.
Responsible for formulating, articulating, and documenting policies and procedures, ensuring compliance of all postgraduate and undergraduate programs.
Responsible for the management of program staff, including the selection, recruitment, reclassification, performance evaluations, disciplinary action and termination. Identifies workload needs and skill upgrading needs of program staff and ensures appropriate training is received.
Establishes workflows and process improvements to optimize operational effectiveness
On an administrative level, builds relationships with internal and external partners to develop strategic linkages and opportunities for program expansion
Collaborates with the Associate Head, Education and Program Directors in designing, developing, implementing, and evaluating the education mission, goals, and objectives.
Analyzes administrative issues and present recommendations for strategic planning and decision making.
Leads and oversees quality improvement initiatives, specifically in term of administrative processes and procedures in the Education portfolio
Ensures Department postgraduate policies and procedures comply with PAR-BC, UBC, Royal College and Doctors of BC standards.
Oversees the Fellowship Programs,
ensuring recruiting, appointment policies, and procedures comply with the Postgraduate Dean’s Office, College of Physician and Surgeons of British Columbia, and Citizenship Immigration Canada (as applicable).
Oversees the development, maintenance, and administration of Department websites, relating to postgraduate, CPD, and undergraduate education.
Facilitates administrative processes to ensure technology requirements for residents, students and administrative staff are authorized.
Recommends new postgraduate courses to Directors and/or faculty, teaching personnel; facilitates the development of educational goals.
Develops program assessment and evaluation tools.
Attends and participates in the annual Royal College Program Administrators national meetings, held in a selected city.
Attends and participates in CPD,
Postgraduate and Undergraduate Committee meetings, consults with Postgraduate Chair with residency concerns, recommendations and ensures action taken as per the minutes.
Responsible for the evaluation, revision and maintenance of orientation materials for the programs including the resident policies and procedures handbook.
Investigates and identifies program space needs, recommends and facilitates renovation and/or repair as necessary, negotiates additional space requirements.
Oversees coordination and organization of Education related Committees and meetings.
Attends and participates in other committee meetings as required.
Performs other duties as required.
Develops and maintains strong working relationships with other UBC departments/units, as well as stakeholders external to UBC.
Continuing Professional Development (35%)
Creates strategic execution task plan for each conference and implements all elements of event planning, including event logistics, contract negotiation, and timely communications to ensure clear expectations of event delivery.
Provides full conference management services, including planning and creating production schedules for each event
Establishes guidelines and procedures for the production of CME/CPD conference and community-based events
Engages and maintains working relationships with key stakeholders and project partners within CME and collaborates on regional and provincial educational initiatives (e.g. planning committees and other physician organization groups)
Develops and disseminates conference standards, policies and procedures
Ensures all conferences are delivered to standard and that conference staff are up to date on current trends in meeting organization and delivery
Develop a CPD strategy for the Department in collaboration with Department leadership
Provides project management for new education-based projects
Identifies opportunities, areas of growth and innovations for new programming
Consequence of Error/Judgement
The Education Programs Manager is required to act independently and make executive decisions on a daily basis; often outside clearly defined terms of reference. Inappropriate decisions or inadequate monitoring of Departmental education information may also result in needless administrative burdens for the Program Directors and have a negative impact on the delivery of the education programs, students, residents, fellows, and the Departments’ accreditation standing. Poor judgment and problem solving will impact on the administration of the programs, its operations and its personnel; as well as the reputation of both the Department and the University.
Supervision Received
Works under general direction of the Administrative Manager, Associate Head, Education and Program Directors. Work is reviewed for overall effectiveness and achievement of program objectives. This position directly reports to the Administrative Manager.
Supervision Given
Supervises the work of educational Program Administrators and staff.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of four 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
Education: A University Degree in business preferred.
Experience: Experience preferably in a university or healthcare environment. Experience in educational programing, human resources, finance, project management, or healthcare administration are assets.
Knowledge, Skills, & Abilities:
Ability to communicate effectively verbally and in writing.
Ability to deal with a diversity of people in a calm, courteous, and effective manner.
Ability to investigate and resolve conflict in a professional manner.
Ability to handle sensitive issues in a tactful and confidential manner.
Ability to integrate educational technology within the program.
Ability to show initiative.
Ability to analyze problems, identify key information and issues, and effectively resolve.
Intermediate level computer experience required.
Ability to exercise sound judgment.
Ability to assess situations and make decisions that fall outside the scope of established policy.
Ability to exercise tact and discretion.
Ability to develop and maintain cooperative and productive working relationships.
Ability to effectively recruit, train, supervise, and motivate employees.
Ability to effectively use computer applications at an intermediate level. e.g., Outlook, MS Word, MS Excel.
Ability to be self-directed and manage competing priorities.
Ability to lead teams.
Ability to work in an environment of ambiguity and change
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