Team Lead, Vfmp Patient Program

Job Title
Team Lead, VFMP Patient Program
Job Category
M&P - AAPS
Job Profile
AAPS Salaried - Administration, Level A
Job Family Group
Staff - Non Union
Department
Patient Programs | Medical Undergraduate | Faculty of Medicine
Compensation Range
$6,143.67 - $8,830.25 CAD MonthlyThe 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.
Job End Date
Ongoing
This is an in-person, public-facing operational role requiring regular interaction with students, faculty, staff, and the public.
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 Description
As UBC’s MD Undergraduate Program (MDUP) expands and evolves in its approach to educational delivery across the province and within the Vancouver Fraser Medical Program (VFMP), it is essential that learners within the Program have access to experiences and training environments where they can engage in practical skills-development in collaboration with partners who are representative of those community members the students will serve in clinical practice. This includes engaging with community partners who represent and express diverse gender and cultural identities, as well as lived experiences present within urban, rural and Indigenous communities across the region.The VFMP Patient Programs portfolio is an essential and collaborative unit that engages community partners who have a desire to participate in, and inform, the future of medical education and patient engagement in the region. This role will support the alignment of best practices in the delivery of a respectful and intersectional community-patient engagement program that aligns with the vision and pillars outlined in the Faculty of Medicine Strategic Plan, especially as related to respectful and outstanding community collaboration, commitment to accessibility, continuous improvement and innovative practice in medical education delivery.The Medical Undergraduate Degree Program (MDUP) within the University of British Columbia’s Faculty of Medicine is delivered in partnership with the University of British Columbia Vancouver and Okanagan campuses (UBCV and UBCO), the University of Northern British Columbia (UNBC) and the University of Victoria (UVic) and in close collaboration with the Health Authorities through the province.
Job Summary
The Team Lead, VFMP Patient Programs is responsible for managing the operational, partner engagement and administrative aspects required to deliver the Patient Program associated activities required for the Vancouver Fraser Medical Program, which includes teaching sessions, clinical assessments and operations and staffing for curriculum delivery. The Team Lead manages the day-to-day operations of the VFMP Patient Program and works as a liaison between the Patient Program Manager, the Senior Program Assistants, community partner trainers and contractors to facilitate team development and ensure successful program delivery in the VFMP.The Patient Program portfolio specializes in the recruitment, educational training, and support of Standardized Patients (SPs), Clinical Teaching Associates (CTAs) and Volunteer Patients (VPs). A Standardized Patient (SP) is a healthy individual trained to portray a clinical problem or situation for the purpose of testing or teaching specific skills in the field of health care professionals. CTAs are individuals who are trained to support learning and instruction for Breast/Chest and Pelvic Exam, Genitourinary, and Prostate Exam. VPs participate “as themselves” to help medical students develop their skills and approach to patient interviewing and medical history-taking during the learner’s pre-clinical years.The Team lead role is critical in ensuring the delivery of effective plans, policies and procedures follow the Provincial Patient Program guidelines, and the training and engagement of community partner work with the VFMP MDUP is ethical, trauma-informed and respectful, especially as related to sexualized violence prevention and response.This position is based at the Gordon and Leslie Diamond Health Care Centre - 2nd floor, DHCC 2775 Laurel Street and will require travel to other teaching sites within the lower mainland, when appropriate. This position will require availability to work flexible hours to accommodate early morning or late day teaching sessions and/or meetings, including weekends. This position requires a broad and extensive knowledge of University policies and the operational needs of the MD Undergraduate program.
Organizational Status
The Team Lead, VFMP Patient Program reports to the VFMP Patient Program Manager with a dotted line to the Provincial Patient Program Manager for all functional work tasks that must align provincially. Liaises closely with VFMP Course Directors, Curriculum managers, the Provincial Learner Assessment Team and Patient Program colleagues across the province. Manages the VFMP Patient Program team and interacts with VFMP faculty members, patients and program staff in the Dean’s Office and other departments.
Work Performed
Manages the day-to-day operations of the VFMP Patient Program portfolio/projects, ensuring that all deliverables meet required provincial standards and UBC HR guidelines, risk management processes and financial obligations.
Develops and implements all operational aspects to ensure Standardized Patients (SP), Clinical Teaching Associates (CTA) and Volunteer Patients (VP) meet the hiring requirements for the VFMP teaching sessions, clinical assessments and admissions interviews, and associate portfolio work.
Develops, recommends, and implements new policies and procedures in collaboration with the VFMP Patient Program Manager.
Responsible for the administrative implementation of new contractor training, recruitment and support of SP, VPs, and CTAs including facilitating workshops, zoom sessions, regular meetings and feedback gathering to support program accountability and risk mitigation.
Manages and leads multiple, concurrent work assignments that impact administrative and staffing logistics operations within the portfolio including: case reviews,, the informed design and implementation of VFMP Patient Program training plans, Canvas updates, web development, documentation, continuous improvement and implementation.
Oversees the database management of the VFMP SPs, CTAs, and VPS and follows UBC best practices in data management, security, privacy and FIPPA considerations.
Creates quality assurance tools to gauge training and session delivery (contractor performance management), including reports, summaries, feedback gathering from users, ensuring continuous quality improvement, administrative and records alignment and HR best-practices. .
Manages the VFMP Patient Programs team ensuring that all team members are trained and cross-trained to support the team-based delivery model. Ensures an equitable distribution of the workload, makes adjustments when necessary recruiting, hiring, orienting/training, terminating, and disciplining all team members and additional seasonally contracted staff.
Monitors VP, SP and CTA sessions for accuracy and consistency and provides feedback and development as necessary. Works collaboratively with Provincial Program Manager to ensure case consistency and gauge assessment impacts.
Oversees and develops peer mentorship programs that provide new SP VPS and CTAS with training, supervision and support
Determines workload priorities for the VFMP Program Patient Team, assessing urgency and importance, allocating resources, monitoring, adjusting and making decisions as needed..
Works in collaboration with the Provincial Patient Programs Manager and partner site programs at Island Medical Program (IMP) in Victoria and the Northern Medical Program (NMP) in Prince George and the Southern Medical Program (SMP) and external stakeholders to provide consistent training and programming across the province. This includes but is not limited to, attending regular provincial meetings, providing feedback on curriculum operational delivery, sharing best practices, identifying areas for provincial improvement, etc.
Leads, develops and directs ongoing, effective communication processes between program leadership, Provincial Learner Assessment Team and administrative and support staff at VFMP
Manages the contracts and payments processes of external contractors and SPs VPS and CTAs and works with HR to develop and implement new processes,
If required, manages teaching projects and manages the coordination of external exams, which includes preparation of exam site and of examination/teaching materials.
May provide coverage for Patient Program Manager during absences.
Manages strategic appreciation events and initiatives for program collaborators.
Supervision Received
This position reports to the VFMP Patient Program Manager with a dotted line to the Provincial Patient Program Senior Manager for all functional work tasks that must align provincially. Works independently with minimal guidance from the Program Manager and the Faculty Leadership. Work is reviewed in terms of effectiveness within established policies and guidelines.
Supervision Given
This incumbent has direct supervisory responsibility for the Patient Program Staff and external contractors including hiring, training, performance management and termination. Gives direction to staff and involves others to achieve MD Undergraduate program objectives. This includes collaborating with other site administration, local and provincial Program Managers.
Consequence of Error/Judgement
The impact of error is considerable as the incumbent will be responsible for overseeing the engagement of community members who may have diverse expectations and degrees of understanding with respect to best practices in engaging in ways that promote diversity, equity and inclusion, and whose values may be out of step with human rights legislation and UBC’s commitments to Truth and Reconciliation, anti-racism, anti-harassment and anti-bullying policies and legislation. Any errors in decision or process could affect student learning, staff, faculty, student and partner safety and have repercussions for the general public and image of the VFMP MDUP and Faculty as a whole.The Team Lead Patient Program is required to exercise professional judgment in the undertaking of all responsibilities. Inappropriate actions or judgment could damage the Patient Program’s working and contractual relationships with external partners, resulting in the loss of valuable ongoing contracts and irreparable damage to the reputation of the Program, the Faculty of Medicine, and the University itself, and any associated legal implications of violating the terms of a contract. Inappropriate judgment could also jeopardize confidential assessment material and in turn, invalidate educational assessments. Financial errors could result in cost overruns, loss of revenue, and significant financial loss for the University
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two 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
Intermediate to advanced level computer experience required (Microsoft Office programs, including Outlook, Word, Excel, SharePoint, Teams, PowerPoint). Superior interpersonal and management skills required and experience working in complex environments such as non-profit/community organizations, health care organizations or universities preferred. Experience with developing and maintaining a respectful work and learning environment in alignment with UBC and the Faculty of Medicine’s Strategic Pillars and commitments related to decolonization and Truth and Reconciliation, and the MDUP’s commitments to intersectional engagement with Indigenous and Black Pathways students and community partners.Experience working with staff, faculty and learners with diverse abilities, gender expression, gender identity, culture, and lived experiences. Demonstrates value for, and awareness of, best-practices in respectful and inclusive collaborator engagement, team skills development and student learner engagement that upholds these practices, commitments, and values.Experience with, and awareness of, federal, provincial, institutional and Faculty values related to developing and maintaining respectful workplace environments as well as intersectional equity, diversity and inclusion initiatives. Experience promoting and modelling these values among team members and within support services that are provided to students, faculty, and community collaborators.Experience with best practices in sexualized violence prevention and response.Experience with mentoring and coaching staff, establishing client-service standards and goals, performance evaluation, providing feedback and taking correction action as required.Excellent public speaking skills and ability to synthesize information and provide instruction and direction for community partners, staff and collaborating colleagues in person, online and in writing.Experience with developing and implementing informative presentations, training materials, and feedback mechanisms to keep community partners engaged and informed. Excellent interpersonal and diplomacy skills as well as demonstrated ability to work effectively across teams and cultures. Ability to develop, maintain and nurture effective working relationships with students, faculty, staff and community members.Proven ability to lead and complete projects from inception to conclusion, to delegate effectively and to problem-solve. Ability to facilitate needs-analyses activities, and create reports within allocated time and resources.Ability to analyze problems, identify key information and issues, and effectively resolve and develop best-practices and solutions with key collaborators.Ability to work evenings and weekends according to program needs and program delivery timeline fluctuations. Ability to travel for site programming, conferences and professional development opportunities. Ability to contribute to other VFMP/MDUP operational and administrative projects and duties as required.
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