Staff - Non Union
Consequence of Error/Judgement
This successful candidate is expected to exercise considerable judgment which requires a high level of organization skills to fulfill responsibilities, balance priorities, and ensure optimal workflow. Communications are sensitive and confidential, and demand excellent communication interpersonal skills and integrity. The successful candidate must exercise personal initiative and judgment to assess and respond to issues and resolve administrative problems. They must be able to ascertain and interpret guidelines and policy from other departments such as Finance for the efficient implementation of policies and procedures.
Supervision Received
This position reports to the Head of the Division of Hematology. The incumbent is expected to be able to work independently and with good judgment, consulting with the Division Head on issues of a non-routine nature, complex issues or when developing new policies.
Supervision Given
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the equivalent combination of education and experience.
Job Category
M&P - AAPS
Job Profile
AAPS Salaried - Administration, Level A
Job Title
Program and Division Manager
Department
Division of Hematology | Department of Medicine | Faculty of Medicine
Compensation Range
$5,791.00 - $8,323.42 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
August 25, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
September 1, 2026
This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.
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 Program and Division Manager is responsible for the operational planning, management, and coordination of the postgraduate program at UBC Division of Hematology. The incumbent will establish goals and objectives for program operation in accordance with University and Department of Medicine policies and procedures and will consult with the Program Director as needed and guided by Royal College of Physicians of Canada. The incumbent will also be responsible for managing the overall operation of the Division.
Organizational Status
Reports to the Head of the UBC Division of Hematology and the Postgraduate Program Director(s) but works independently with wide latitude. Interacts with division members, the Department's Administration Office, UBC Finance, and the Postgraduate Dean's Office.
Work Performed
The Program and Division Manager is responsible for the operational planning, management, and coordination of the postgraduate program at UBC Division of Hematology. The incumbent will establish goals and objectives for program operation in accordance with University and Department of Medicine policies and procedures and will consult with the Program Director as needed and guided by Royal College of Physicians of Canada. The incumbent will also be responsible for managing the overall operation of the Division.
Organizational Status
Reports to the Head of the UBC Division of Hematology and the Postgraduate Program Director(s) but works independently with wide latitude. Interacts with division members, the Department's Administration Office, UBC Finance, and the Postgraduate Dean's Office.
Work Performed
Administration:
- Oversees day-to-day operations of the Division, including supervision of two CUPE 2950 staff members.
- Develop and manages policies and procedures processes for the efficient administration, organization and operation of the Division.
- Ensures the divisional academic and clinical performance is achieved by measuring against defined goals and objectives.
- Communicates methods, standards, criteria or policies to ensure attainment of goals to division members.
- Provides advice and information to the Division Head regarding human resources matters such as policies and procedures related to the academic and clinical appointments, reappointments and promotion of Divisional faculty and staff.
- Manages divisional and research finances, including budgeting, forecasting, and reporting.
- Liaise with hospital and university departments to ensure smooth clinical and academic operations.
- Manages space allocation and equipment procurement.
- Plans and executes divisional events and committee meetings.
- Prepare annual reports, staff reviews, and salary administration documents.
- Provides guidance to hospital staff, fellows, and residents on administrative matters.
Other duties as required and assigned by the Division Head.
- Postgraduate Medical Education Program:
- Participates in strategic planning, policy development and implementation related to the Postgraduate Residency Training Program including the management of the program operations and the delivery of program curriculum.
- Acts as a liaison communicating between the faculty, site directors, rotation supervisors, residents, and administrative staff at the hospital sites, advising on and resolving issues on rotations including out of province rotations.
- Ensures compliance with Royal College and Faculty of Medicine accreditation standards.
- Coordinate Royal College accreditation reviews and internal audits.
- Develops policies and procedures in accordance with Royal College standards including establishing educational objectives and procedures
- Manages curriculum development, delivery, and evaluation in collaboration with the Residency Program Committee under the leadership of the Program Director.
- Plans, oversees the implementation of educational activities and events (e.g. journal clubs academic half-days, bootcamps), including overseeing the evaluation and recommending improvements and further development.
- Develops and manages the procedures and processes on resident recruitment, orientation, scheduling, and evaluation.
- Manages educational learning platforms which support the residency training program (e.g., One45, RMS, Entrada, etc.) Directs and advises residents on appropriates systems for vacation requests and schedule related changes.
Consequence of Error/Judgement
This successful candidate is expected to exercise considerable judgment which requires a high level of organization skills to fulfill responsibilities, balance priorities, and ensure optimal workflow. Communications are sensitive and confidential, and demand excellent communication interpersonal skills and integrity. The successful candidate must exercise personal initiative and judgment to assess and respond to issues and resolve administrative problems. They must be able to ascertain and interpret guidelines and policy from other departments such as Finance for the efficient implementation of policies and procedures.
Supervision Received
This position reports to the Head of the Division of Hematology. The incumbent is expected to be able to work independently and with good judgment, consulting with the Division Head on issues of a non-routine nature, complex issues or when developing new policies.
Supervision Given
This position is responsible for the direct management to the two full-time CUPE 2950 staff.
This position is responsible for liaising with hospital staff.
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
- Two years' related experience preferably in a health-related environment, ideally including direct supervisory experience preferred.
- Strong knowledge of University Administrative processes.
- Ability to work independently, organize and manage numerous diverse projects.
- Proficiency in MS Word Suite, experience with One45 and QuickBooks and website maintenance is an asset Ability to manage multiple projects and meet deadlines.
- Demonstrated leadership, motivation, commitment and independence.
- Demonstrated project management and administrative skills.
- Demonstrated ability to communicate effectively both verbally and in writing.
- Excellent organizational and problem-solving skills
- Demonstrated ability to liaise effectively with personnel in related and outside agencies.
- Demonstrated ability to deal effectively with personnel at all levels throughout an organization.
- Demonstrated organizational skills to prioritize tasks, to work under pressure and meet deadlines.
- Demonstrated analytical and problem-solving skills to identify problems, propose solutions, evaluate alternatives, and quickly and efficiently recommend the most appropriate course of action.
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