Program Administrator, UGME Curriculum
JD 0385
Unit/Project Description: The Undergraduate Medical Education (UGME) Program is a three-year, multi-campus MD program. The Program Administrator, UGME Curriculum is a member of our curriculum team who works to support external departments, capacity planning, and oversee the development and delivery of assessments, in Pre-Clerkship and Clerkship components of the MD Program. This work will in particular, include the coordination and oversight of all student assessment activity and capacity planning.
The incumbent plays a key role in the development and planning process, and works collaboratively with Faculty planning committees and faculty leaders. This work requires an in-depth understanding of the curriculum, assessments, electives and consistent attention to detail. At the implementation level, the incumbent supervises the delivery of the assessment and electives within the UGME program across 3 campuses, supporting the work of UGME staff in complex elective scheduling and event management (OSCE). The incumbent supports 3 or more Program committees.
The Program Administrator, UGME Curriculum is accountable to and will work closely with students, all members of the UGME Curriculum team, and the Faculty Leadership. This position reports to the Manager, UGME Curriculum.
Job Summary: Accountable for developing, implementing, and maintaining the efficient operation of an academic program or department. Responsible for providing overall administrative direction including coordinating all aspects of the program such as curriculum administration, implementation, promotion, recruitment, admissions, resource management, and financial management. Requires independent decision making within a delegated area of authority and the exercise of leadership in the management of support services.
Purpose and Key Functions:
- Provide administrative direction regarding the goals and objectives of the program by examining, reviewing, and assessing long-term and immediate needs.
- Identify and analyze problems with the program and prepare recommendations for review and approval by the program Director.
- Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation.
- Advise registered and prospective students of program options and requirements which requires maintaining knowledge of course and program curriculum.
- Counsel students to ensure that they understand that course and program selections adhere to established academic, prerequisite, and graduation requirements.
- Assess student priority for limited registration in courses and provide suitable alternatives to meet degree requirements.
- Provide students with information regarding program policies and information about program requirements.
- Use existing admissions criteria to assess program applications and determine which applications are declined admissions and which are eligible for acceptance.
- Review and evaluate academic records to ensure students are eligible to continue in and graduate from the program.
- Investigate questions and resolve problems concerning program, curricula, and admissions.
- Act as a mediator between faculty and students when dealing with various issues, including but not limited to, special accommodations, scheduling conflicts, grades.
- Gather and compile information required for a variety of documents and reports, including but not limited to, program accreditation, enrolment, and degree audits.
- Develop estimates of time, resources, and budgets for various program activities and events.
- Develop the program budget for review and approval.
- Implement and maintain the program budget. Create financial projections and makes adjustments to the program budget throughout the fiscal year.
- Exercise appropriate controls, monitor, and reconcile accounts.
- Develop marketing and advertising brochures for a variety of purposes, functions, and events.
- Promote the program to visitors and representatives both internal and external to the University.
- Represent the program at various recruitment events.
- Create content for the program website. Update information and maintain the website.
- Survey and monitor academic programs offered by competing institutions and conduct research into pedagogical practices.
- Conduct student surveys to ensure that academic programmes are meeting the needs and objectives of both the student and the program.
- Prepare and deliver presentations.
- Facilitate meetings with, including but not limited to, program stakeholders and student groups.
- Plan and coordinate arrangements for annual events and meetings.
- Source pricing information and independently makes decisions regarding the purchase of equipment and supplies for the program.
- Input financial and other information required to process payroll.
- Update and maintain student records and databases.
Supervision:
- Ongoing responsibility for hiring and supervising up to 9 casual employees at any one time.
- Occasionally provide orientation and show procedures to others
Qualifications:
- Bachelor's degree in a relevant field.
- Requires a minimum of 3 years of relevant experience.
Assets:
- Understanding of McMaster University policies and procedures.
- Knowledge of MD programs beyond McMaster.
Additional Information:
The successful incumbent for this position will also be able to demonstrate:
- Experience with curriculum development and knowledge of the structure of the Undergraduate MD Program (Pre-Clerkship and Clerkship, all components)
- A strong understanding of and familiarity with the electives department, UGME capacity planning and the Development of student assessment strategies, and tools for implementation
- Comprehensive knowledge of the UGME curriculum, the planning process, accreditation standards, and national best practices
- A good understanding of Canadian medical education in general and the directions and innovations currently underway across the country
- Advanced Organizational Skills, OSCE experience will be valued Working knowledge and experience creating and disseminating information through reports, website posts and presentations
- Demonstrated ability and experience ensuring logistics are carefully planned and communicated (in writing and by presentations)
- Experience designing, administering and analyzing surveys, studies, and questionnaires
- Proven experience developing and preparing requests for proposals, including required specifications, as well as final preparation of resources and materials
- Proven experience building and maintaining working relationships with a variety of stakeholders (i.e. faculty, staff, AFMC system team, MedSIS system team, etc.)
- Experience writing a variety of documents (i.e. reports, correspondence, minutes, etc.)
- Experience supporting Program committees and Faculty planning committees (i.e. UGME Elective committee, Program Evaluation and Assessment Committee, OSCE Committee, etc.)
- Experience training and mentoring support staff, providing lead-hand supervision, and acting as first point of contact with regard to issues related to the delivery of the UGME program activities and events
- Working knowledge and experience taking initiative to improve processes and develop new processes to adapt to changing conditions
- Strong computer program knowledge and skills, including database and graphics applications
- Superior interpersonal and communication (oral and written) skills, problem solving skills, self-directed abilities, strengths in multitasking, independent function and sound judgement
- Experience handling a diverse workload in a very busy environment
- Proven experience meeting multiple and simultaneous deadlines and demonstrated ability to perform equally well individually and as part of a team
- Knowledge of quality improvement and change management processes is desirable
This position may require you to travel and to work outside of your regular work schedule including evenings and weekends to meet operational demands.
We thank you for your application. Please note only those candidates selected for an interview will be contacted.
