Integrated Renewal Project (IRP) Student Project Assistant, Faculty of Medicine

Staff – Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried – Administrative Support 5 (Gr8)

Job Title
Integrated Renewal Project (IRP) Student Project Assistant, Faculty of Medicine

Department
Education Administrative Support Office of Education Faculty of Medicine

Compensation Range
$4,601.00 – $4,953.00 CAD Monthly

Posting End Date
March 29, 2024

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

Job End Date

Nov 30, 2024

This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

This position is a term position until November 30, 2024.

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

UBC has embarked on a multi-year journey to transform its academic and administrative support processes and system environments for the entire UBC community. In November 2020, UBC successfully went live with its new HR and Finance implementation of Workday. The Integrated Renewal Program (IRP) is now focused on the journey to renew the Student information ecosystem, anchored by the implementation of Workday Student.

The Integrated Renewal Program—Student (IRP Student) vision is to transform the way UBC supports learning and research, and how UBC works, to create a cohesive, integrated, and enriched experience for students, staff, and faculty. This implementation will result in superior support for UBC students, a better user experience, a new set of tools, a new way of working, and improved reporting for informed decision-making. IRP Student will leverage the industry-leading cloud enterprise solution Workday to replace our current core Student administration systems with a new integrated, user friendly, mobile-enabled platform.

For more information on the IRP Student, please visit www.integrated-renewal.ubc.ca

The position provides administrative support and project coordination for the Office of the Vice Dean, Education within the Faculty of Medicine (FoM) in helping to plan, initiate, and implement IRP Student projects and initiatives in collaboration  FoM Primary Transition Leads .

The position will be based at the UBC Vancouver Campus at the Djavad Mowafaghian Centre for Brain Health (DMCBH). The position is eligible for hybrid work structure within operational needs.

Organizational Status
The IRP Student Project Assistant, Office of Vice Dean, Education (VDE) will report to the Senior Manager, Office of the VDE and will receive work direction from the Faculty of Medicine (FoM) Primary Transition Leads.  This position will work closely with the Office of the Vice Dean, Education team and IRP (Community Engagement Partner and Change Management Specialist). Interacts frequently with members of the Education portfolio (specifically the FoM local transition leads who are predominantly education program administrators and senior administrators), the Office of the Dean, UBC Faculty of Medicine, IRP Student, UBC Central, and external agencies.

Work Performed

• Oversees the administration of the IRP Student (IRP STU) project, nucleus group, the local transition leads by coordinating work processes, establishing and maintaining work schedules and priorities, and resolving complex issues.
• Plays a significant role in operational planning, and leading and organizing IRP Student projects, exercises, and training sessions.
• Coordinates proper scheduling and organization of IRP STU meetings. Prepares and distributes agendas and other meeting materials for meetings; makes appropriate arrangements for room bookings, videoconferencing connection; takes minutes and meeting notes as required.  Coordinates with PTL, faculty and senior staff across various sites to arrange meetings.
• Responds to complex inquiries from local transition leads, senior administrators and UBC Faculty of Medicine wider audience and provides information of a complex nature. Reports complex or nuanced inquiries to FoM IRP STU change management team and PTLs.
• Conducts research, compiles statistical data, and drafts and edits complex reports and communications to support the work of IRP Student.
• Maintains appropriate filing system for project documents and records.
• Maintains local transition lead (LTL) and other IRP STU related distribution lists.
• Develops positive and productive working relationships across the organization (internal and external to the FoM).
• Provides coverage for staff members within the Office of the Vice Dean, Education as needed.
• Performs other duties as required.

Consequence of Error/Judgement
Work requires independent judgement and initiative. Makes focused decisions regarding the administrative aspects of various project assignments, through the application of basic information processing principles, theories and concepts. Work will be overseen by the Senior Manager, IRP Student Project Coordinator and Primary Transition Leads. Judgment lapses may result in project delays and missed milestones.
Supervision Received
Reports directly to the Senior Manager, Office of the VDE. Works autonomously and receives direction from the Manager and the FoM Primary Transition Leads. Work is reviewed in terms of completeness, accuracy and timeliness.
Supervision Given
None
Minimum Qualifications
High school graduation, plus a two year post-secondary diploma, plus for years of related experience or an equivalent combination of education and experience. 
 

Preferred Qualifications

• Experience working in the Faculty of Medicine with understanding of the faculty’s complexities and nuances, including knowledge of the Faculty of Medicine and the University’s policies, procedures, education program governance and administrative systems.
• High proficiency in current versions of MS Office Business Productivity Tools and the ability and desire to learn new operating models and build on an existing organizational proficiency with various project methodologies.
• Must be proficient with scheduling applications.
• Collates and reports information. Identifies trends and exceptions. Investigates to define problems more accurately. Sorts information in order of importance. Identifies relationships and linkages between components. Identifies variable potential causes and effects. Solicits guidance to define criteria and assign values of importance and urgency.
• Ability to effortlessly navigate, investigate, and resolve questions and concerns for Faculty of Medicine (FoM) units. Escalates issues of an exceptional nature.
• Demonstrates a high degree of professionalism and possess excellent public relations and interpersonal skills in dealing with a diverse range of units and individuals.
• Strong communication skills, both orally and in writing, with proven ability to communicate professionally and tactfully.
• Ability to compose correspondence and other written materials using clear and concise business English.
• Ability to effectively manage time, prioritize tasks and produce quality work with tight time constraints to ensure maximum success.
• Ability to effectively facilitate groups to achieve appropriate outcomes.
• Self-starter and team player. Ability to work effectively both independently and collaboratively within a team environment.
• Strong attention to detail and organizational skills.
• Ability to exercise judgment, tact, discretion and diplomacy.