Career Planning and Advising Manager

Staff – Non Union

Job Category
M&P – AAPS

Job Profile
AAPS Salaried – Student Management, Level B

Job Title
Career Planning and Advising Manager

Department
Education Administrative Management Office of Education Faculty of Medicine

Compensation Range
$6,551.00 – $9,418.83 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
March 30, 2024

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

Job End Date

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.  

This position is located within a health-care facility. Therefore, this positions requires successful verification of full vaccination against Covid-19 provided prior to the start date, as required by the provincial health mandate.  

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 Career Planning and Advising Manager is responsible for the strategic implementation, administrative organization and the operational delivery of the career planning program within the UBC MD Undergraduate Program (MDUP).  The role supports and works in close collaboration with the Associate and site Assistant Deans, Student Affairs and Career Planning Faculty; and Student Affairs staff in providing a full-service, comprehensive Career Planning Service across all distributed sites, including one-on-one and group career advising to UBC MDUP students.   Responsibilities will include facilitating student access to career planning resources and tools, while building sound knowledge and good awareness of the major platforms and procedures UBC MDUP students may utilize at the key stages of career decision making processes. With a solid understanding of the career exploration journey from Year 1 to 4, the position will support medical students throughout the various stages of their career planning journey offering timely advising, individual and group advising sessions related to CaRMS, various career planning tools and provide guidance around CV building and personal letter writing, and interview skills. 
Organizational Status

This position reports to the Associate Director, Student Affairs and works closely with and takes direction from the Associate Dean, Student Affairs, and works collaboratively with Assistant Deans, Student Affairs; the Director, Career Planning; and the Faculty Lead, Career Planning and Wellbeing Program on strategic initiatives as it relates to career planning. Works closely and effectively with the Career Planning and Wellbeing Coordinator on provincial/site specific career planning and wellbeing events. Communicates and works effectively with faculty, staff and students, individuals and departments throughout UBC campus and its communities, as well as with alumni and preceptors involved in Student Affairs programming. Liaises with representatives of other external organizations including Canadian Resident Matching Service (CaRMS), the Association of Faculties of Medicine of Canada (AFMC), the Association of American Medical Colleges (AAMC), the National Resident Matching Program (NRMP) as required.

Work Performed

Overall

• Works closely with the Associate and Assistant Deans, Student Affairs, Career Planning Faculty, and the Faculty Lead, Career Planning and Wellbeing Program, this position is responsible for the strategic, operational, and administrative organization of the Career Planning program for the MD Undergraduate Program (MDUP), which includes one-on–one and group career advising for MD students and enhancing the quality of career planning services and recruiting resources available to UBC MDUP  students and supporting the success placement rate to postgraduate residency programs.
• Responsible for the development and implementation of the Career Planning program, working closely with the Associate Dean, Student Affairs, Assistant Deans, Student Affairs, Faculty lead, Career Planning and Wellbeing Program, and the Career Planning Faculty within the MDUP.
• Manages priorities and drives a variety of ongoing, annual and one-time projects and activities to ensure efficiency and efficacy of the Career Planning program initiatives and goals.
• Conducts research for the Faculty Lead, Career Planning and Wellbeing Program, Associate Dean, Student Affairs, advising of options and courses of action for the career planning aspect of the program.
• Escalates issues to the Assistant Deans, Student Affairs; the Director, Career Planning; and the Faculty Lead, Career Planning and Wellbeing Program about program and service development for UBC MDUP students and alumni.
• Responsible for leading and planning the Career Planning annual programming and resources for UBC MDUP students across the province.  Provides direction and works closely with the Career Planning and Wellbeing Coordinator in reviewing and guiding the career planning activities and projects, recruiting alumni and volunteers who assist with, support, and promote Career Planning programming, events, and resources).
• Upholds thorough knowledge of industry best practices and evolving market shifts.
• Maintains and upgrades professional skills and practices through links with professional associations, Canadian and US schools, and attending workshops and conferences where appropriate.
• Ensures a collaborative working relationship with alumni association and student representatives across sties and year levels.
• Works in cooperation with other faculty units to provide services for UBC MDUP students, alumni, supporters, and benefactors.

Career Planning Services

• With direction from the Career Planning Faculty, the Faculty Lead, Career Planning and Wellbeing Program, and Assistant Deans, Student Affairs, leads and executes strategies to ensure that career planning services and resources are equitable and delivered effectively to UBC MDUP students across all distributed sites and recent alumni.
• Provides direction and works with the Career Planning and Wellbeing Coordinator in organizing career planning events and activities, including the Canadian Resident Matching Service (CaRMS) seminars, interview practice, career talks, orientation seminars, and other career planning programming initiatives.
• Develops and oversees the updates of electronic career-related documents.
• Advises UBC MDUP students on aspects of career planning advising on the resources and tools related to the four keys stages of career planning – self-assessment and reflection, career exploration, career decision making, preparing for CaRMS and residency in the postgraduate medical program.
• Facilitate access to information for UBC MDUP students regarding the postgraduate residency application process and the changing work force in British Columbia (Vancouver, Vancouver Island, and Interior BC) and other national (and potentially international) work forces for medical-related career options, including volunteer opportunities, research projects.
• Liaise with Student Research and Education Coordinator to enhance student engagement opportunities in research projects.
• Participates in the evaluation of career planning programs and services.
• Oversees the effectiveness of the career planning programs, resources, and services, to ensure the services continue to address the needs of UBC MDUP students.
• career planning activities at other medical schools, and recommends strategies for their adoption and adaptation at UBC medical school, as appropriate

Network Development and Volunteer Outreach

• Collaborates with the Career Planning Faculty, and the Faculty Lead, Career Planning and Wellbeing Program, and Associate and Assistant Deans, Student Affairs, in recruiting a diverse range of physicians that can provide quality advices and experiences for UBC MDUP students.
• Upholds relationships with volunteer contacts through both systemic and individualized communication, and providing guidance for volunteers on students’ need and program objectives.
• Responds to student, alumni, faculty, and staff inquiries relating to volunteer recruitment and long-term relationship building.
• Maintains close relationships with UBC Alumni Association and other professional associations such as the CaRMS, AFMC, AAMC, NRMP, the Doctors of British Columbia as appropriate, and leverages this network to facilitate the success of the career planning team to meet the needs of UBC MDUP students.

HR/Administration

• Directly supervises the Career Planning and Wellbeing Coordinator; guiding workflow and overseeing vacation schedules and requests for time off; ensuring appropriate coverage for efficient business operations; responsible for recruitment, training, performance review, discipline, and termination as needed.  Resolves discrepancies and mediates conflicts.
• Attends regular Student Affairs Advisory Council meetings and other FoM educational committee meetings as required.
• Some travel within Vancouver Fraser and to other sites as required.
• Provides support to colleagues in the office during absences.
• Exercises judgment and tact in dealing with UBC MDUP staff, faculty members, students, alumni and volunteers.
• Performs other duties as required.

Consequence of Error/Judgement

This position represents Student Affairs of the Faculty of Medicine in its dealings with students, faculty, staff, volunteers (locally, nationally, and internationally), alumni, and the community at large. Incorrect decisions/judgment can adversely affect the reputation of students, the Career Planning Team, and Student Affairs with external stakeholders and partners. Failure to respond to students’ and volunteers’ feedback affects the number and quality of career advising and mentorship opportunities for UBC MDUP students, and weakens relationships with the community. Community interest in, and support of, UBC MDUP students could be lost, and the Career Planning Team and Student Affairs’ reputation negatively affected.

Supervision Received

Reports to the Associate Director, Student Affairs. Receives work direction by the Associate Dean, Student Affairs. Works independently under general direction of the Assistant Deans, Student Affairs, Career Planning Faculty, and the Faculty Lead, Career Planning and Wellbeing Program.

Expected to work with a minimum level of supervision and apply knowledge of procedures, guidelines and regulations. Resolves conflict as it arises.

Supervision Given
Under the direction of the Assistant Deans, Student Affairs and Career Planning Faculty, delegates and supervises the work of the Career Planning and Wellbeing Coordinator to ensure alignment between the objectives of the career planning program and the implementation of career planning events and activities.  
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of three to four years of related experience, or an 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 working in a University or large complex organization preferred.

Proven ability to interact positively with faculty, staff, students, and external organizations.

Knowledge of medical student issues and familiarity with best practices in career planning.

Ability to analyze problems, identify key information and issues to make thoughtful, informed, and thorough decisions.

Planning experience, especially in planning of events/projects.

Demonstrated ability to exercise a high level of attention to detail, tact and discretion when working with information of a confidential and/or sensitive nature in dealing with various levels of senior administration and external agencies.

Excellent presentation and written communication skills.

Strong organizational, analytical, multitasking, prioritization, and team building skills required.

Ability to prioritize and work effectively under pressure to meet deadlines.

Ability to take initiative. 

Ability to mentor and coach staff, establish standards and goals, evaluate performance, provide feedback and take corrective action as required.

Maturity, initiative, tact, creativity, flexibility, motivation and good judgment are necessary.

Ability to build and maintain rapport, and assist successfully with a variety of stakeholders, including students, alumni, faculty, administrative staff, and volunteers.

Ability to work independently and as part of a team.

Computer proficiency required (MS Word, Excel, Access, PowerPoint, Internet, Zoom database and email).

Web experience required.

Ability to work after regular hours and travel on occasion as needed.

Ability to create and foster an environment that promotes inclusivity and the values of respect, integrity, compassion, collaboration, and equity.