Assessment and Evaluations Coordinator

Job Description

Job title: Assessment and Evaluations Coordinator

Company: University of British Columbia

Job description: Staff – UnionJob Category CUPE 2950Job Profile CUPE 2950 Salaried – Sr Program Asst-Med Ed (Gr8)Job Title Assessment and Evaluations CoordinatorDepartment Assessment Operations Support | Medical Undergraduate | Faculty of MedicineCompensation Range $4,739.00 – $5,102.00 CAD MonthlyPosting End Date February 21, 2025Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End DateAt 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 SummaryThis position is primarily responsible for providing administrative support for student assessment for the Undergraduate Medical Education (UGME) program, which focuses on the Vancouver Fraser Medical Program (VFMP). Student Assessment encompasses a wide range of assessment modalities, systems and processes. The incumbent will work as part of the Provincial Learner Assessment Team (PLAT). This position will work closely with Faculty, students, Program Managers, Program Staff, and other units in the MD Undergraduate Medical Program (MDUP) at VFMP and across the province at the distributed sites.Organizational StatusThe University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities in the world. Since 1915, UBC’s entrepreneurial spirit has embraced innovation and challenged the status quo. UBC encourages its students, staff and faculty to challenge convention, lead discovery and explore new ways of learning. At UBC, bold thinking is given a place to develop into ideas that can change the world.Our Vision: To Transform Health for EveryoneRanked among the world’s top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 12,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.The Faculty—comprised of approximately 2,200 administrative support, technical/research and management and professional staff, as well approximately 650 full-time academic and over 10,000 clinical faculty members—is composed of 19 academic basic science and/or clinical departments, 3 schools, and 25 research centres and institutes. Together with its University and Health Authority partners, the Faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province.The UBC Vancouver Campus is located on the traditional, ancestral, and unceded territory of the xʷməθkʷəy̓əm (Musqueam) people. The City of Vancouver is located on Musqueam, Squamish, and Tsleil-Waututh First Nations territory.This position directly reports to the Manager, Provincial Learner Assessment Team and works closely and collaboratively with their counterparts at the distributed program sites (Island Medical Program, Northern Medical Program and Southern Medical Program) to ensure program wide deadlines are met.Work PerformedCourse Assessment Duties:
1. Supports the programming of Workplace Based Assessment (WBA) forms in One45 and works together with the Program Managers and Assessment and Evaluation (A&E) Coordinators across the province to ensure consistency in programming across all sites.
2. Coordinates the process of tracking WBA form completion, ensuring the collection of completed assessment forms and assignments at the appropriate time.
3. Follows up with students regarding missing assignments for Portfolio and verifies grades have been submitted by Faculty.
4. Works with Faculty to ensure completion of student assessments. Responds to inquiries and relay only complex issues to the course manager and course directors as appropriate.
5. Distributes and collects assessment materials and associated documentation to the appropriate student groups and Faculty.
6. Works with the Teacher Assessment team to input specific student group list information, faculty and evaluation forms into online evaluation software, one45, for electronic mail out to students at the conclusion of selected teaching sessions.
7. Compiles confidential reports using complex assessment data as requested by program faculty, staff, Course Directors, or Program Managers.
8. Liaises with the course directors, program staff and A&E Coordinators in distributing this data in an appropriate format for faculty teaching portfolios, promotions and departmental reviews. This requires considerable independent judgment to recognize and safeguard the confidential nature of some of these materials, with an ability to identify potential sources of error.9. Coordinates the process of individual score reports (ISRs) distribution in collaboration with the Assessment and evaluation Coordinators across the distributed sites. This includes conducting quality assurance checks and uploading VFMP ISRs via an online tool.
10. In collaboration with the VFMP administrative team, maintains the VFMP student performance tracker for assessment and curricular concerns. This includes implementing assessment guidelines and requirements for escalation purposes.11. Participates and/or invigilating written and online examinations, approximately 2-4 exams per term.Administrative Duties:
1. Prepares the necessary documentation for Regional Student Promotions Subcommittee, including the collation of student grades/promotions roster and student performance tracker.
2. Oversees student absences for VFMP students, ensuring that this is tracked, communicated and reported on as appropriate.
3. Handles student inquiries of a non-routine and routine nature, interprets guidelines, policies and procedures in determining how the matter should be handled and what type of action should be taken; or refers the matter to the appropriate person.
4. Develops and implements administrative procedures related to the implementation of assessment in order to ensure they are sustainable and in accordance with department/UGME policy.
5. The incumbent must be cross-trained with other members Provincial Learner Assessment Team in order to provide support during peak times of high workload and absences.
6. Supports program committees by drafting agendas and taking minutes.7. Supports unanticipated projects and program initiatives.Consequence of Error/JudgementThe individual will be expected to exercise considerable judgment in prioritizing and scheduling work for the Course Directors. Diplomacy and empathy are required in interacting with Faculty and undergraduate students concerns related to the MD Undergraduate curriculum. The curriculum is very detailed and errors in scheduling and programming could have significant impact on students learning, Faculty and student satisfaction. The incumbent will be in a position of significant trust and responsibility and be privy to highly confidential materials. Errors that lead to the breach of confidentiality of either examinations or assessment data (student or teacher) will have major consequences and will require time to repair the damage as well as restore credibility in the eyes of the students and/or faculty leadership.
Impact of error is considerable, as incumbent would be dealing with sensitive, confidential information. Any errors in decision could potentially have repercussions for the Faculty, students, Medical School Expansion, the general public and image of UBC.Supervision ReceivedDuties are performed independently as required under minimal supervision.Supervision GivenNone.Minimum Qualifications
High School graduation, plus two year post-secondary diploma, plus four years of related experience, or an 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 inclusionPreferred Qualifications
High attention to detail. Ability to gather, record, and organize information effectively. Ability to multi-task and prioritize effectively and demonstrate flexibility and a can-do attitude when priorities change. Ability to analyze and problem solve with minimal guidance. Ability to learn and adapt to new processes or systems. Ability to develop and maintain cooperative and productive working relationships. Ability to work both independently and participate as an effective member in a team environment. Ability to work under pressure in a fast-paced, high-volume environment with critical deadlines. Must have intermediate skills in Microsoft Office suite. Strong interpersonal and communication skills, with the ability to communicate effectively both verbally and in writing. Ability to compose and edit correspondence, reports, and other written materials using clear and concise business English. The ideal candidate has knowledge of UBC and Faculty of Medicine policies and procedures. Experience working in an academic environment. Works in a collaborative and inclusive manner to foster equitable experience for the UBC community.

Location: Squamish, BC – Vancouver, BC

Job date: Sun, 09 Feb 2025 01:16:17 GMT