Senior Program Assistant, Year 1

Canada·Bcsenior

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Requirements Summary

Coordinates all aspects of the orientation to medical school for Year 1 students Assists with the planning, scheduling and resource managemen

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Senior Program Assistant, Year 1

CUPE 2950

Responsibilities

~2 min read

→Coordinates all aspects of the orientation to medical school for Year 1 students
→Assists with the planning, scheduling and resource management for the relevant courses in Year 1 in collaboration with the Course Directors, Site Leads, Program Managers, and Lectures & Labs Team Lead. This includes preparing documentation and corresponding with lecturers and clinicians in the program.
→As the lead Program Assistant for MEDD 411, oversees the planning, scheduling and coordination of local and provincial sessions for the course, in conjunction with program administrators from the distributed sites.
→Assists in developing and editing MD Undergraduate Admissions materials intended for newly admitted students.
→Oversees and edits the onboarding content on the MD Undergraduate Program orientation website.
→Confirms lecturers and sends reminders regarding lecture scheduling. Responsible for the organization and distribution of Year 1 learning materials.
→Coordinates with Course Directors on urgent matters and works to find appropriate solutions when necessary.
→Organizes and maintains files and assists in maintaining student records relating to Year 1 VFMP students.
→Coordinates with Course Directors to ensure textbook lists and other course assigned reading materials are accurate and updated annually.
→Coordinates with UBC Security to grant LSC access to Year 1 students as part of the orientation process, and to students in other years as appropriate.
→Coordinates the issuance and replacement of Health Authority and Faculty of Medicine ID cards for Year 1 students.
→Creates and maintains email list-servs for Year 1 students and committees and curricular groups relating to Year 1 courses.

Responds to all inquiries from Year 1 students as well as Year 2, 3 and 4 students who require assistance while at LSC and advises students regarding university policy and programs. Redirects complex issues to Student Affairs, Site Director, Course Director and/or Team Lead, Lectures & Labs as appropriate.
Liaises with the Year 1 class president and student representatives, Medical Undergraduate Society (MUS), and other student representatives to organize events, offer advice and support.
Recognizes students in distress and directs to Student Affairs, Counselling Services or Student Health Services as appropriate.
Researches, writes and edits information for, and produces, the Year 1 Registration Package and supporting material.
Creates and maintains the Year 1 central class list, accurately reflecting information changes and student leaves of absence.
Provides Year 1 students with online registration information for Workday, Faculty of Medicine requirements, and updates student records for Year 1 students.
Coordinates annual student locker clean out and cuts locks for students as requested.

Contributes to the planning and delivery of workshops, tutorials and lectures for MEDD 411 and MEDD 412.
Collaborates with Course Directors and Site Leads in Year 1 to coordinate any changes to schedules.
Liaises with Resource Coordinators to ensure the booking of regularly occurring and one-off events relating to the first-year curriculum.
Liaises with the Curriculum Materials Coordinator and Digital Solutions regarding changes to schedule, sessional scripting and/or AV requirements for Year 1 teaching sessions.
Coordinates the development of first year weekly schedules and arranges the uploading of learning materials to Elentra.
Maintains organized folders of current and archived VFMP materials for each course on the team share drive. Regularly backs up materials to the Year 1/2 SharePoint.
Maintains the MEDD 411 teaching schedules and receives all requests for edits to master schedule.
Announces changes to the first-year class regarding course information, timetables, and room scheduling.
Arranges and orders equipment and workshop materials as necessary.
Coordinates, attends and takes minutes at MEDD 411 course planning meetings. Attends MEDD 412 course planning meetings.
Liaises with the Curriculum Management Unit in facilitating Educational Activity Forms for all teaching faculty.

Coordinates special events for the orientation to medical school reception, including the Welcome Address and Stethoscope Ceremony. This includes reserving facilities, coordinating catering, scheduling participants, advertising events to students, staff and faculty, recording attendance, ensuring event is within budget guidelines.
Composes letters and invitations for Orientation events and oversees the production of invitations, nametags and other materials.

Tracks teaching and payment of faculty in Year 1 via the Teacher Tracking and Payment (TTP) portal or via manual process as necessary.
Processes payments for supplies and materials as required.
Ensures payment of all program-related requisitions and expenses incurred.

Arranges and attends committee meetings relating to orientation to medical school. Records and distributes minutes where appropriate.
Provides support for CBL tutor and pre-cluster meetings, when necessary

Ensures availability for training as new programs, software and procedures are implemented that affect incumbent’s job area.
Updates and edits the Year 1 Program Assistant procedure manual and other reference documents.
Acts as general backup and support to the Year 2 Lectures & Labs Senior Program Assistant
Participates in the invigilation of student examinations.
Handles enquiries of both a non-routine and routine nature.
May be required to work outside regular working hours, including occasional early/late meetings or on a weekend.
May be required to occasionally work from the Vancouver General Hospital Site to attend meetings and/or to invigilate.
Performs other related duties as necessary in keeping with the qualifications and requirements of the job.

Requirements

~1 min read

Experience and training in office procedures and administration.
Knowledge of UBC payment categories and terminology related to levels of clinical faculty teaching is an asset.
Ability to effectively use MS Office (Word, Excel, PowerPoint, Outlook), Adobe Acrobat Pro, videoconferencing software, and database software at an intermediate level.
Experience with Curriculum Management Systems such as Elentra, SharePoint, and Resource Scheduler is an asset.
Ability to communicate effectively verbally and in writing, including composing clear and grammatically correct correspondence and business documents.
Ability to accurately maintain electronic calendars, and schedule and coordinate complex meetings with a large number of attendees.
Ability to deal with a diversity of people in a calm, courteous, and effective manner.
Ability to multitask, problem-solve, and prioritize work effectively to meet critical deadlines.
Ability to maintain a high level of efficiency, accuracy, and attention to detail.
Ability to make thoughtful, informed decisions, and to determine when to act independently or seek assistance.
Strong ability to exercise sound judgment, tact, discretion, and confidentiality.
Ability to gather, record, and organize information.
Ability to work independently and within a team environment.
Highly effective interpersonal and organizational skills.
Flexibility and a “can-do” attitude.