Research and Events Assistant

Job title: Research and Events Assistant

Job description: Staff – Non Union

Job Category Non Union Technicians and Research Assistants

Job Profile Non Union Salaried – Research Assistant /Technician 3

Job Title Research and Events Assistant

Department Strategic Projects and Partnerships IMG | Continuing Professional Development | Faculty of Medicine

Compensation Range $4,434.02 – $5,228.81 CAD Monthly

Posting End Date February 23, 2024

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

Job End Date Feb 20, 2025

This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

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
This position is responsible for assisting in the research, development, coordination, evaluation, and implementation of custom educational programs and courses in the UBC Faculty of Medicine’s Division of Continuing Professional Development (UBC CPD). The individual coordinates the delivery of programs/courses in both online and in-person formats for physicians and other health professionals in British Columbia. The individual also works to ensure that all levels of coordination of multiple on-going community-based and provincial CPD programs are implemented effectively, successfully, within budget, utilizing a variety of computer, organizational, and prioritization skills and tools.

Organizational Status

This position reports to the UBC CPD Project Manager and works closely with other members of the UBC CPD team.

– Works closely, collegially, and collaboratively with other UBC CPD staff, as well as UBC CPD’s senior leadership, Medical Directors, and consultants.
– Interacts regularly with various departments on campus within and outside of the Faculty of Medicine, administrators of campus and hospital departments, healthcare organizations, funding agencies, planning committees, external services providers (e.g. event venues, caterers, videoconferencing, and audio/visual support) and program/course participants (e.g. physicians, nurses, and other health care professionals).

Work Performed

– Coordinates CPD event planning logistics for assigned programs, including complex professional audio visual needs and set up, speaker/facilitator/instructor coordination and training, coordination of special equipment, event catering requirements, and communicating with event registrants;
– Provides in-person and virtual, on-site support at educational events and activities in the Lower Mainland (i.e. setup room, technology and a/v, support event registration), possibly outside of regular office hours;
– Compiles and prepares program syllabus for learners following best practices and standards; liaise with working group or subject matter experts as needed;
– Ensures courses adhere to national and provincial accreditation and certification standards, where applicable;
– Prioritizes and adjusts workflow based on changes to the budget, registration numbers and other variables;
– Assists project team in developing course learning modules on UBC CPD Moodle (an online learning platform);
– Implements marketing plan for each event and ensures that website and other marketing vehicles are kept up-to-date with appropriate information;
– Designs workshop promotional materials (brochures, flyers, postcards, journal print advertisements, posters) using software such as MS Publisher, Adobe Illustrator, Adobe Acrobat, etc.
– Assists with research study design, logic model design and analysis, and program evaluation;
– Works with health care professionals and other team members to develop needs assessments and evaluation instruments;
– Works with project team and consultants to assist with developing evaluation frameworks;
– Conducts literature searches, environmental scans, and article reviews;
– Helps develop and conduct program surveys;
– Prepares, collects, summarizes, and analyzes program evaluation data (qualitative and quantitative) and suggests areas for improvement;
– Prepares conference presentations and research reports;
– Updates website content and assists with the creation of website content;
– Records minutes and participates in meetings with internal staff and external stakeholders and distributes them in a timely fashion to participants with clear action items;
– Acts professionally in communication with faculty, instructors, and others to make CPD program arrangements including travel and accommodation bookings;
– Works with project team in developing program reports for sponsors and stakeholders.
– Ensures that subject matter experts, working group members, and speakers/facilitators are paid on time for project work.
– Assists other CPD staff with the completion of courses/programs in order to ensure the operational efficiency and the reputation of the department is maintained.
– Travels occasionally to regional hubs outside Vancouver (e.g. Victoria, Kelowna, and Prince George) and/or rural communities in British Columbia (BC) for on-site support of in-person events.
– Performs other duties related to the position as required.

Consequence of Error/Judgement
This position requires judgment, tact, discretion and initiative to an outstanding degree. Tasks are assigned and the candidate plans and schedules his/her own work. Considerable judgment must be initiated and carried through activities important to the functioning of UBC CPD in absence of established policies, procedures and guidelines. Poor judgment or ineffective communications with community partners and organizations could result in strained relations that compromise the integrity and credibility of UBC CPD. Failure to work cooperatively and collaboratively with UBC CPD staff could lead to lower office productivity. Responsible for errors in work, reporting problems and mistakes in a timely way, and for correcting such errors.

Supervision Received
Works independently and reports to the UBC CPD Project Manager. May take some direction from the UBC CPD Program Coordinator(s) depending on project assignments. The incumbent will be expected to:
– Work collegially and collaboratively with the other UBC CPD staff.
– Interact regularly with internal and external UBC CPD stakeholders, including administrators of campus and hospital departments, conference chairs, planning committees, subject matter experts, course instructors and facilitators, external services providers, learners, and others.

Supervision Given
May oversee the work of one or more less-experienced employees in which case the candidate is responsible for accuracy and production.

Minimum Qualifications
Completion of a relevant technical program or a university degree in a relevant discipline and a minimum three 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 inclusion

Preferred Qualifications

Undergraduate degree in a relevant discipline or graduation from a technical college or institute.

University degree (Graduate degree an asset) in an area of health science, technology, social science or education.

Minimum of 3 years related experience or the equivalent combination of education and experience.

Working knowledge of both traditional and online methods of course delivery preferred.

Integrates equity, diversity, inclusion and mutual respect as values in their work.

Experience with a variety of research traditions and methodologies.

Experience with data analysis software (SPSS, Nvivo or equivalent preferred) and online survey development software (e.g. Qualtrics) an asset.

Experience conducting literature reviews, environmental scans and article reviews.

Experienced web user able to independently discover information online.

High level of proficiency in MS Word, Excel, PowerPoint, Publisher as well as e-mail and Internet required.

Experience with web-based content management systems (e.g. WordPress and Drupal) and online educational platforms (e.g. Moodle, WebEx, Articulate Storyline, Adobe Connect), an asset.

Effective oral and written communication, interpersonal, and organizational skills.

Detail-oriented, organized, and reliable.

Enthusiasm about health, technology, digital media, and education-related research.

Ability to exercise initiative and judgment.

Ability to effectively work both independently and within a collaborative team environment.

Ability to anticipate problems and issues and plan ahead.

Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English.

Ability to accurately proofread for spelling, grammar, and punctuation.
Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals.

Ability to assist participants and stakeholders in identifying appropriate courses of action using best practices in customer service.

Willingness to independently troubleshoot and operate educational software and technology (e.g. online survey platforms, videoconferencing, recording and live streaming).

Work intensity tends to vary throughout the calendar year requiring an ability to handle fluctuating work trends.
Ability to work some evenings, weekends and/or occasional early mornings as required for course planning/ delivery.

Ability to understand and apply policies, procedures, and instructions.
Ability to work effectively independently and in a team environment, with minimal supervision.
Ability to prioritize tasks and manage deadlines, as often courses overlap and require timely and careful organizational skills.

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

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