Manager, Program and Learning Development

Job Category

Job Profile

Job Title

Department

Compensation Range

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

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

NOTE: This is a full-time, ongoing position. Applicants outside of the Lower Mainland may also be considered for this position if they are able to physically work at one of our distributed sites.

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 Manager, Program and Learning Development is responsible for the operations and administration of the education portfolio in the Family Practice Postgraduate (FPPG) program. The FPPG program (the Program) is the largest and most geographically distributed and diverse residency training program at UBC and within Canada. At time of writing, there are 23 unique training programs across British Columbia with clinical sites in most communities across the province. This size and distribution is reflected in a high degree of complexity in every aspect of program management. This position therefore requires the incumbent to thrive in a dynamic, evolving, and diverse Program.

The Manager, Program and Learning Development will be involved in all aspects of the program ranging from HR, finance, educational delivery, accreditation, and resident selection. The incumbent develops operational structures, policy, and process to support our clinical and academic curriculum. Additionally, the Manager, Program and Learning Development collaborates with Senior Leadership and Faculty to strategically implement continuous quality improvement (CQI) initiatives. They will troubleshoot and investigate complex issues from a variety of stakeholders to develop and implement systems, tools, and policies/procedures which modernize, enhance, and increase the efficiency of program delivery.

It is essential that the Manager, Program and Learning Development exhibits diplomatic persuasiveness, discretion, initiative, and the ability to work independently and cooperatively. Additionally, the incumbent must be able to foresee challenges and course correct as required. They will be required to develop a broad and extensive knowledge of the Program, the Faculty of Medicine organizational structure and its policies, along with the nuances of working with regional campuses.

Organizational Status
Reports directly to the Senior Managers of the Family Practice Postgraduate Program. Takes direction from the Program Directors and Assistant Program Director. Works extensively with Portfolio and Site Directors to manage and enhance program delivery. Directs and supports both site and central administrative staff. Interacts with an extensive administrative and faculty network in the Department of Family Practice, Faculty of Medicine, various units at UBC, along with residents, and healthcare organizations across the province.

Work Performed

Program Delivery, Design & Development

• Makes decisions regarding the management of the administrative and operational delivery of the following areas of the program: curriculum (clinical & academic), scholarship, program evaluation, resident performance and assessment, faculty development, and behavioral medicine curriculum.

• Advises and collaborates with the Portfolio Directors to ensure program delivery aligns with program goals, budget, and accreditation standards.

• Provides administrative direction to sites and oversees work of Education Coordinators relating to resident remediation, promotion, graduation or licensure.

• Develops operational linkages between sites by facilitating communication with education leaders with the aim to create central resources which improve the efficiency of the educational delivery of the program.

• Manages the provincial academic curriculum; works with the Curriculum Director and Sites to harmonize content that can be delivered regionally/centrally.

• Responsible for operationalizing and developing the program evaluation strategy; this also includes:

• designing the Exit Survey and managing its implementation;

• performing data analysis and drafting reports based on findings;

• providing recommendations based on the findings, a change management strategy, and overseeing the implementation of new initiatives.

• Oversees and makes decisions regarding management of the administration and financial operations of courses delivered through the central program such as (but not limited to): Advances in Labour and Risk Management (ALARM) and Ultrasound Point of Care.

• Designs and manages the R1 and R2 orientations, in collaboration with the leadership team and Principal Residents.

• Member of the Resident Selection Committee; assists Senior Leadership in the management of the Canadian Residency Matching System (CaRMS) process (1000+ applicants, 900+ interviews):

• functions as the CaRMS Project Managers: creates the CaRMS annual project map and timeline; responsible for ensuring each milestone is met. Assigns tasks and directs the process and procedures;

• contributes to the development of applicant selection criteria and interview methodology;

• provides full oversight in the process for scoring and ranking resident applications (involves working with a statistician);

• works with software representatives and makes decisions on functionality to improve the process;

• directs the tactical team managing the interviews;

• develops a physician recruitment strategy for file reviewers and interviewers;

• collaborates with the Resident Selection Director to create and deliver training material to faculty assessors.

• In collaboration with physician leads, designs Faculty Development content and workshops on various topics (ex. preceptor orientation, resident assessment) which are delivered across the province.

• Analyzes assessment and evaluation systems and procedures; develops processes for improved efficiency; works with IT strategists to implement digital solutions.

• Develops and manages a province-wide Electives Database and selection tool:

• collaborates with business analyst/programmers to create the system;

• creates a change management strategy for users and stakeholders;

• responsible for implementation and training other administrators;

• creates a communication plan for faculty, residents, and administrators regarding the system.

• Manages the resident transfer process: coordinates with leadership, sites, candidates and the PGME office to determine eligibility, suitability, and capacity.

• Oversees the revision and development of curricular and assessment documentation such as the Core Learning Outcomes, Program Benchmarks, and Program Expectations.

• Facilitates curriculum mapping exercises; collaborates with project manager and Curriculum Director to evaluate and address gaps in curriculum.

• Participates in the design, planning, and execution of the Postgraduate Education Committee meetings.

• Negotiates with the Health Authorities and other institutions regarding certification courses for residents (ex. Neonatal Resuscitation Program - NRP).

• Provides CQI recommendations to the Program Evaluation Committee along with an implementation strategy for recommendations; evaluates the impact of policy changes.

• Facilitates the Anti-Racism Support Group initiatives; provides guidance to the Elders and Mentors relating to Program/UBC policy; escalates resident issues to leadership which are sensitive in nature.

• Partners with the CFPC regarding national exam administration; acts as an advocate for the program and residents.

• Liaises with the PG Dean's Office and the Sites regarding R1 onboarding and prerequisite courses/orientations; troubleshoots issues arising.

• Champions clear policies and procedures regarding licensure with the CPSBC; responsible for ensuring effective communication is provided to residents and program leadership.

• Maintains a working knowledge of the Resident Doctors of BC collective agreement and the enforcement of collective bargaining terms in the context of the FPPG program.

• Acts as a resource for complex issues and provides information, guidance and advice to residents, administrators and faculty.

• Supports long-term strategic planning and decision-making through leading and participating in ad-hoc projects/working groups as required.

• Member of the Program Competency Committee.

• Represents the program as a member of the PGME Coordinators Advisory Group.

Financial Administration

• Develops, implements and analyzes budgets; monitors expenses and resolves discrepancies for:

• CaRMS file review and interviewer payments;

• ALARM and Ultrasound courses;

• Site Level Competency Committees.

• Processes financial transactions related to their portfolio such as expense reports, supplier invoice requests, ledger reports and HR functions.

• Provides leadership to Portfolio Directors/Site Faculty regarding funding, develops proposals to secure funding on new initiatives.

Team Leadership

• Directs tasks, processes, and workflow so that staff can be efficient, agile and flexible in their responsibilities.

• Responsible for hiring, training, evaluating, and providing professional development opportunities for their direct reports.

• Accountable for fostering a team environment when managing staff.

Consequence of Error/Judgement
Errors in judgment, timeliness, and service quality will adversely affect the funding, reliability, credibility, and continuity of the FPPG program. Such errors could compromise the educational experience for residents, impact CaRMS positions, jeopardize accreditation standing, and diminish the reputation of the Department or University. These errors also may lead to a loss of valuable physician time and impact quality of clinical care to our communities. Breaches of confidentiality and security could have serious legal implications for the Program/PGME.

Supervision Received
The Manager, Program and Learning Development Manager is expected to work independently with considerable latitude. The incumbent must be able to take initiative, problem-solve, and apply discretion to determine a course of action. The overall objectives for the Manager, Program and Learning Development are determined by Senior Leadership, however implementation of the objectives is determined by the incumbent. The incumbent is expected to establish the priorities, determine how to execute responsibilities, and develop reasonable timelines. Work is reviewed in terms of effectiveness and in the context of achieving program objectives and their strategic contribution.

Supervision Given
Manages the Education Coordinators, Senior Program Assistants, and supervises the work of the Research Coordinator. Responsible for hiring, discipline, evaluation, and termination. Advises and collaborates with Portfolio Directors (faculty) with regards to implementation of educational and operational initiatives; monitors progress of work in a variety of contexts.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of three 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

• Experience in health, education, or government sectors an asset as well as in large, complex organizations.

• Expertise in developing new processes and best practices to align with policy.

• Excellent ability to capture business needs, risks, and explain goals and objectives to varied stakeholder groups.

• Proven change management experience.

• Experience with managing staff and troubleshooting HR matters.

• Must be highly collaborative and team-oriented to be a suitable fit for FPPG culture and values.

• Maintains a practical understanding of the FPPG complex funding model, sources, and allocation strategies.

• Communication skills that are efficient and adaptable to suit the needs of a variety of stakeholders.

• Experience developing business cases for operational, administrative, and educational initiatives.

• Effective consulting, facilitation, consensus building, conflict resolution and negotiation skills.

• Proficiency with leading distributed meetings using conferencing technologies.

• Ability to effectively manage multiple tasks and priorities within a fast-paced environment.

• Outstanding flexibility, adaptability and sense of accountability.

• Leads staff with humility, clarity, and collaborative nature.

• Proficient use of Microsoft Office tools including Word, Excel, PowerPoint and SharePoint.

• Comfortable with ambiguity yet driven to develop a clear path forward in a complex environment.

• Ability to work a flexible schedule and additional hours occasionally on weekends, evenings and early mornings, as required.