Friday , May 31 2024

UBC Staff Jobs – Assistant Manager

Website The University of British Columbia

Job Description:

Responsible for the operational and administrative organization of the Office of the Vice Dean, Education (VDE) in the UBC Faculty of Medicine. Manages priorities and coordinates the completion of a variety of projects and activities to ensure efficiency and efficacy of the Office of the VDE’s initiatives and goals. Manages the Vice Dean, Education (VDE) and Senior Director (SD), Education Program and Services’ commitments, requests for information, meetings and makes the appropriate linkages with other members of the Faculty of Medicine (FoM) Dean’s Executive team. Manages mandates of strategic planning and educational committees in the Office of the VDE, ensuring that mandates are fulfilled in the most efficient and timely manner.

Job Responsibilities:

  • Liaises with faculty, staff, and learners , Faculty of Medicine (FoM) education programs and service units, UBC central units, external stakeholders, and the public. Representing the Office of the Vice Dean, Education, this position maintains high professional and service standards and is the first point of contact for internal and external stakeholders.
  • Manages special projects within the core Office of the VDE, including coordinating activities of project teams, analyzing and evaluating outcomes providing recommendation on improvements, and developing summary reports.
  • Analyzes, strategically manages, and provides guidance to staff on the Vice Dean and the Senior Director’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 their time, based on the incumbent’s knowledge of current Faculty priorities.
  • Participates in the planning, development, administration of new initiatives and ongoing priorities of the Office of the VDE, taking initiative in creating action plans, delegating tasks as appropriate, following up and following through to complete tasks/projects; ensures VDE leadership is updated on the status of various program initiatives, issues and activities. – Manages formal standing committees within the UBC Faculty of Medicine governance structure like Undergraduate Medical Education (UGME), Regional Resources Advisory Council (RRAC), Distributed Program Planning Committee (DPPC), and other administrative meetings (e.g., Education Administrative Leadership (EAL)); attends meetings, transcribes minutes as needed, and produces reports and formal letters to outline implementation of the decisions made at the committees/meetings.
  • Develops and implements administrative policies, procedures and systems for the Office of the VDE; all policies, procedures and systems to be captured within the master VDE Office manual.
  • Oversees the awards process for Education awards: e.g., Teaching and Learning Enhancement Fund (TLEF), Killam Teaching Prize, Certificate of Merit Award (CAME), Strategic Investment Fund (SIF), MD Graduate Further Education Award.

Job Requirements:

  • Ability to exercise 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 leadership and external agencies.
  • Ability to work strategically and cooperatively in a team environment with all levels of professional, technical and administrative staff integrating resources in a timely and organized basis.
  • Ability to adapt to changing priorities, set work priorities, work under pressure and meet deadlines.
  • Intermediate to advanced level computer experience required (Microsoft Office programs, including Outlook, Word, Excel, SharePoint and PowerPoint, Teams).
  • Knowledge of University policies and procedures preferred.
  • Ability to develop, implement and evaluate project and communication plans.
  • 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.
  • Superior interpersonal and management skills required and experience working in complex environments such as health care organizations or universities preferred.
  • Ability to mentor and coach staff, establish customer-service standards and goals, evaluation performance, provide feedback and take correction action as required.
  • Ability to type 60 w.p.m. and operate a normal range of office equipment.
  • Ability to manage projects that involve a variety of stakeholders.
  • Excellent oral and written communication and public relations skills required.
  • Exceptional attention to detail required.
  • Strong organizational, problem-solving, critical thinking, planning and analytical skills required.

Job Details:

Company: The University of British Columbia

Vacancy Type:  Full Time

Job Location: Vancouver, British Columbia, CA

Application Deadline: N/A

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