Vancouver - Point Grey Campus
CUPE 2950 (Cler/Secr/Library)
CUPE 2950 Program Assist
Sr Program Asst-Gen (Gr8)
Education Program Assistant
Office of UBC Health
Desired Start Date:
The Education Program Assistant supports the organization, coordination and logistics of collaborative health education activities delivered by the Office of UBC Health on behalf of the health professional programs at UBC. This position is responsible for coordinating collaborative health education events, maintaining an online tracking and registration system for student activities, and organizing meeting and event logistics. The incumbent supports the Office of UBC Health in building capacity for collaborative health education at UBC, and plays a key role in the smooth running of interprofessional programming from an organizational standpoint.
Through the leadership of the Associate Vice-President Health, the Office of UBC Health is responsible for driving the vision for the UBC Health portfolio, which promotes an integrated approach to collaboration amongst all health programs at UBC and with external partners in the health sector. The Office of UBC Health reports to the Vice-President Health portfolio, and serves as a resource to all health disciplines at UBC.
By facilitating closer linkages and collaborations across disciplines and sectors, UBC Health aims to strengthen the university's impact and capacity for excellence in health education and research. Additionally, UBC Health aims to create the opportunity for improved wellbeing and patient outcomes, accelerated knowledge development and innovation, and greater training effectiveness.
Specifically, UBC Health will work to enhance collaboration and integration in research and education across faculties and schools. This will include: cross-sectoral collaborations fundamental to translational research and the application of knowledge; collaborative health education program development (building on strengths in interprofessional education); coordinated approaches to addressing overlapping issues (e.g. program delivery focus and costs, clinical placement capacity, data systems, faculty recruitment); and help to build capacity to coordinate and manage external relations with appropriate governmental ministries, provincial health authorities, and collaborative frameworks such as the developing Academic Health Sciences Network.
The Education Program Assistant reports to the Administrator and works under the direction of the Curriculum Manager and Practice Education Manager. The incumbent works closely with other members of the Office of UBC Health to support its education portfolio and related activities. The incumbent works closely with the Administrator on financial and administrative matters related to education activities and events.
- Coordinates the delivery of collaborative health education activities to health programs by making arrangements for activity offerings, organizing activity groups, preparing materials, and relaying information to students.
- Creates and updates content for event activities, maintains registrations, maintains student and facilitator records, and creates completion reports for health programs, using an online learning management system.
- Creates and presents orientation sessions on the online management system to incoming health professional students.
- Administers work flow of various educational activities by coordinating work processes, establishing work schedules and priorities, and resolving issues.
- Develops and updates procedural guidelines and resource information for educational activities.
- Documents effectiveness of activity/event operations and recommends enhancements to systems, procedures and services.
- Plans and organizes logistical aspects of various learning events, workshops, and meetings.
- Schedules and coordinates facilitators and volunteers for educational activities.
- Makes arrangements for classroom/meeting bookings, equipment rental and setup, catering, custodial and other services as needed.
- Creates promotional materials such as posters, flyers, signage, etc., and distributes them to appropriate audiences (e.g. students and health and human service programs).
- Maintains effective communication and collaborative relationships with both internal and external stakeholders.
- Provides administrative support for various working groups and stakeholder engagement events as needed, including scheduling meetings, preparing materials, and taking meeting minutes.
- Coordinates meetings for the education portfolio, including complex meetings across distributed sites, identifies and communicates high priority requests, researches and prepares supporting documents and materials for meetings.
- Adapts accordingly to the changing needs and evolving priorities of various education activities in the portfolio.
- Provides technical support for the online learning management system used for collaborative health education activities, the UBC Health e-learning website, and other UBC Health online sites.
- Creates and maintains listings of educational events for the UBC Health website.
- Prepares financial forms, including requisitions and journal vouchers, to process payments of activity/event expenses, and follows up on status of payments as needed.
- Assists in the development of budgets and monitors budgetary expenditures for various educational activities and events.
- Researches information, gathers price quotes and initiates contracts for rental of venues, catering, and other services for educational events.
- References university policies, procedures, guidelines and other regulations as applicable in relation to vendor contracts and payments.
- Consults with the Administrator to resolve complex matters of a financial or administrative nature or involving interpretation of UBC policies and best practices.
- Maintains effective filing and recordkeeping, including records of meetings, contracts, historical data, financial spending against approved budgets, etc.
- Maintains and updates a procedures manual for the position.
- May be required to provide coverage for members of the administrative support team as needed.
- Performs other related duties consistent with the job qualifications and classification.
Reports to the Administrator. Receives direction from the Curriculum Manager and the Practice Education Manager.
Works independently under broad direction. Work is performed within authorized prescribed limits and an approved plan. Exercises independent judgment and initiative in selecting and interpreting information, assessing and resolving problems, reconciling deviations from standard methods, and prioritizing and completing tasks. Job functions are governed generally by broad instructions, objectives and policies, usually involving frequently changing conditions and competing priorities. Performance is reviewed periodically to assess quality of work and completion of milestones. Consults with the Administrator on complex or unusual matters governed by UBC policies and practices.
None. May be required to train and/or explain work procedures to other staff and Work Learn students.
Consequence of Error/Judgement
The Education Program Assistant is required to exercise professional judgment and initiative while undertaking all responsibilities. Inappropriate actions or judgment could damage UBC Health's working relationship and credibility with health community partners, incur inappropriate costs, and/or jeopardize its ability to demonstrate leadership in the area of collaborative health education.
High School graduation and two years post-secondary education. Undergraduate degree in Education, health sciences, or other relevant field. 4 years related experience or the equivalent combination of education and experience. Related experience must include minimum 2 years supporting the delivery of educational projects and initiatives for post-secondary students. Experience in operations and project implementation in education and other related settings an asset. Ability to effectively use MS Office (including Excel, Word, PowerPoint and Outlook) as well as experience with internet research at an advanced level. Experience with online learning management systems (e.g. Canvas, Wordpress, etc.) an asset. Ability to anticipate problems and issues and plan ahead. Ability to be thorough, accurate, have a high level of attention to detail, and produce quality and timely results. Ability to create and accurately maintain records and filing systems. Ability to effectively and efficiently coordinate multiple tasks and priorities, work under pressure and meet deadlines. Must possess excellent communication skills, and be able to communicate effectively verbally and in writing. Ability to exercise sound judgment and make thoughtful, informed, and thorough decisions. Ability to accurately prepare financial documentation and summary reports for project activities within required timelines. Familiarity with developing and monitoring budgets. Ability to develop, implement and evaluate policies and procedures regarding educational activities. Ability to analyze problems, identify key information and issues, and effectively resolve them. Ability to plan, organize, coordinate, monitor and complete projects within allocated time and resources. Ability to work effectively independently and in a team environment. Ability to develop and maintain cooperative and productive working relationships. Ability to learn new software programs.
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.
All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.