Senior Program Assistant, Academic Education

Job title: Senior Program Assistant, Academic Education

Job description: Staff – Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried – Sr Program Asst-Med Ed (Gr8)

Job Title Senior Program Assistant, Academic Education

Department Administrative Support | Department of Physical Therapy | Faculty of Medicine

Compensation Range $4,137.00 – $4,456.00 CAD Monthly

Posting End Date September 19, 2022

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

Job End Date

Job Description Summary

The Department of Physical Therapy is growing! The Department of Physical Therapy provides the only provincial program for the education of entry-to-practice physical therapists. Through rigorous scholarly activity, high standards of instruction and creative opportunities for learning, the Master of Physical Therapy (MPT) provides a strong foundation that supports the current and future practice of the profession. The Department is also a research-intensive unit with award winning faculty conducting state-of-the art healthcare research.

The UBC MPT is one of the leading Physical Therapy Programs in Canada. The program is fully-distributed and provides students the opportunity to study in state-of-art labs at UBC’s campus in Vancouver, in the Fraser Valley, and at UNBC’s campus in Prince George. Additional expansions are also planned for 2024 and 2026 to other provincial sites. The program curriculum uses an integrated, case-based approach and is taught by the department’s renowned academic faculty and a community of clinical educators.

The Physical Therapy Academic Education Program Assistant (AE Program Assistant) is responsible for the organization of the administrative components of the Department’s Master of Physical Therapy (MPT) Program. This includes course scheduling, written and Practical OSCE exam support and preparation of contracts for teaching.

Additionally, the incumbent will provide similar administrative support to other Departmental programs including Physio Refresh, the BC Alternate Clinical Evaluation (ACE), the Graduate Certificate in Orthopaedic and Musculoskeletal Physical Therapy (GCOMPT), the Vancouver Summer Program (VSP). and Continuing Professional Development (CPD) Workshops.

This position has the option of a hybrid work arrangement.

Organizational Status

The Department of Physical Therapy provides the only provincial program for the education of entry-to-practice physical therapists. Through rigorous scholarly activity, high standards of instruction and creative opportunities for learning, the Master of Physical Therapy provides a strong foundation that supports the current and future practice of the profession. The Department is also a research-intensive unit with award winning faculty conducting state-of-the art healthcare research.

This position will report to the Physical Therapy Programs Manager will work in a team with other program assistants both in Vancouver and at distributed sites for the MPT Program.

Work Performed

Administrative Support to the delivery of the Master of Physical Therapy (MPT) Program:

– Works with course coordinators to collect and file course and topical outlines. Pulls data from outlines to request room bookings for lectures and exams, create student schedules, and overall program and course dates.

– Acts as the Department’s Timetable Rep, entering course information into SIS Systems.

– Provides administrative support to Departmental standing and ad hoc committees related to the MPT Program. Including scheduling meetings, working with committee chairs to prepare agendas, taking and distributing accurate minutes, following-up on action items and supporting committee members in related activities.

– Supports the delivery of program events such as Multi-Mini Interviews, Orientation week, and Graduation.

– Acts as the liaison with Student Evaluation of Teaching (SEoT) to ensure Course Evaluations are properly scheduled and distributed to students. Downloads and provides course evaluation results to course coordinators and the PT Programs Manager to solve problems and implement Department policy related to course evaluations.

– Creates and distributes Qualtrics surveys for courses and other ad-hoc feedback, including surveys required to maintain accreditation status for the program, such as graduate and employer surveys, the Health Education Learning Environment Survey, and distributed learning surveys. Compiles summary reports of these surveys as needed.

– Edits MPT student handbook annually and ensures it contains all relevant UBC, Faculty of Medicine, Faculty of Graduate and Postdoctoral Studies, Departmental policies, and distributed site information.

– Supports the Physical Therapy Programs Manager in tracking budget expenditures by maintaining accurate files on instructor payments, catering, and any other incidental costs incurred. Calculates accruals and payment rollovers.

– Prepares, distributes and receives contracts for GTAs, Adjunct Professors, and external Instructors at all sites. Works with HR Clerk to process teaching payments and reconciles external teaching and adjunct professor payments. Liases with UBC Payroll regarding missing/incorrect payments when needed.

– Initiates the process and prepares paperwork to hire adjunct professors in accordance with UBC and Faculty of Medicine policies.

– Coordinates the administration of OSCE Exams including room booking, volunteer recruitment and training, catering and preparing materials. Provides day-of support to volunteers, course coordinators and PT Program Manager.

– Coordinates the delivery of written exams including updating exams in ExamSoft (computer-based exam platform) and preparing materials for exam invigilators. Provides ExamSoft training to students and helps troubleshoot any issues.

– Works with PT Programs Manager to ensure student accommodation requests are properly filed and administered for all written and practical examinations.

– Responds to requests from students, faculty, course coordinators and external instructors promptly and accurately.

– Ensures confidentiality is maintained around student and instructor performance and all private data is collected and stored in alignment with UBC Policy.

– Liaises with course coordinators & UBC Bookstore to ensure required textbook orders are filled in advance of all courses.

– Coordinates the administrative support for patient partner visits including purchasing gift cards, reimbursing parking, and ordering catering.

Administrative Support to Other Departmental Programs:

– Provides Administrative Support to Physio Refresh, ACE, GCOMPT, VSP, and CPD as directed by the PT Programs Manager. Including coordinating program scheduling, registration, room bookings, training, and course payments.

– Supporting the delivery of Physio Refresh and ACE events. Including recruiting examiners and patient models, scheduling, ordering catering, preparing and distributing printed and digital materials.

– Prepares, distributes and receives teaching contracts and faculty honorariums for instructors in GCOMPT, Physio Refresh, ACE, and VSP.

– Administers requests for credentialing packages from alumni seeking accreditation with international PT associations. This includes accepting and tracking payments, tracking request progress, liaising with faculty and staff to gather necessary documentation, ensuring packages meet the given country’s requirements.

– Enters and tracks Physio Refresh Data including student data, grades, CAPR data, etc.

– Responds to all enquires from public, students, faculty and instructors related to Physio Refresh, ACE, and GCOMPT in a prompt and courteous manner and works to encourage registration and program participation.

– Provides administrative support to departmental committees related to GCOMPT Physio Refresh, and ACE. Including scheduling meetings, working with committee chairs to prepare agendas, taking and distributing accurate minutes, following-up on action items and supporting committee members in related activities.- Works with the student services officer to support Graduation for GCOMPT students.

– Supports the Physio Refresh, ACE, and GCOMPT faculty leads in projects related to the programs.

– Assists the Physical Therapy Programs Manager & Associate Head, MPT by coordinating meetings, compiling data and drafting documents or other ad-hoc projects.

– Provides day-of support to BC Alternate Clinical Evaluation (ACE) events, which involves working outside of regular working hours, including weekends (to a maximum of 4 per year)

Consequence of Error/Judgement

Errors in judgment or ineffective communication may lead to in efficiency of operation or unmet deadlines, and potentially jeopardize the viability of the Department s programs. Breach of confidentially could adversely affect the Department s association with faculty, staff or professional organizations.

Supervision Received

This position reports directly to the Physical Therapy Program Manager. The program assistant(s) will work independently under broad direction. The incumbent(s) is/are expected to be able to take initiative, problem solve, determine course of action and then follow through independently.

Supervision Given

None.

Preferred Qualifications

High School graduation and two year post-secondary diploma.4 years related experience or the equivalent combination of education and experience.Ability to maintain accuracy and attention to detail. Ability to anticipate problems and issues and plan ahead. Ability to
accurately maintain appointment calendars, and schedule appropriate appointments. Ability to determine the nature and urgency of
inquiries and issues, and triage appropriately. Ability to work in a team environment. Ability to work independently with minimal
supervision. Ability to perform basic arithmetic. Ability to effectively use or learn to use survey software (e.g. Fluid Survey) Ability to
effectively use the Microsoft suite of packages at an intermediate level. (e.g., Outlook, MS Word, MS Excel, Powerpoint) Ability to
analyze problems, identify key information and issues, and effectively resolve. Ability to interpret and apply complex policies and
regulations. Excellent organizational skills. Ability to gather, record, and organize information. Ability to create and accurately maintain
record and filing systems. Ability to take and transcribe accurate meeting minutes. Ability to effectively manage multiple tasks and
priorities. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to communicate effectively verbally and in
writing. Ability to make thoughtful, informed, and thorough decisions. Previous experience in academic program administration is
preferred. Understanding of a university teaching environment is preferred.

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