CPPU Program Support

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

Job End Date

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 CPPU Program Support role is part of the Clinical Practice Placement Unit in the School of Nursing (CPPU), which oversees and facilitates clinical student practice education placements for undergraduate and graduate Nursing students at the School. The CPPU Program Support role provides complex administrative support in the coordination of all practice education prerequisites and placement site-specific requirements for student practice education in the School of Nursing. This role coordinates and tracks completion of all Student Practice Core Orientation Curriculum (SPECO) requirements for 300 BSN students, and up to 180 MN-NP, MHLP and MSN students annually, as well as for all on-site placement faculty and staff supervisors.

This CPPU Program Support position provides information and responds to questions related to SPECO and site-specific placement prerequisite completion, creates calendars for SPECO requirement completion cycles, and maintains detailed tracking systems to ensure that all students, faculty, and staff complete all SPECO requirements prior to attendance at practice sites.  This role also provides administrative support to prerequisite training courses, coordinates the planning and logistics for all CPPU events such as workshops, training sessions, and conferences, and coordinates the creation and review process for establishing and maintaining Student Placement Agreements.
Organizational Status
This position reports to the Clinical Practice Placement Unit Manager and works closely with the other staff in the unit, including the Undergraduate Placement Coordinator, Graduate Placement Coordinator, and Practice Education Coordination. This position also interacts with other staff and faculty within the School of Nursing, and builds relationships with stakeholders in other units across the university as well as with external stakeholders in health care settings and practice education sites.
Work Performed
Provides complex administrative support in the coordination, documentation, and tracking of all prerequisites and placement site-specific requirements for student practice education in Nursing. This includes coordination and tracking for 300 BSN students, and up to 180 MN-NP, MHLP and MSN students annually, as well as for staff and faculty on-site placement supervisors.

• Coordinates and tracks student, faculty, and Nurse Practice Educator (NPE) completion of all Student Practice Core Orientation Curriculum (SPECO) prerequisites and requirements. Reviews and verifies student, faculty, and staff completion of SPECO requirements prior to attendance at practice sites.
• Investigates any issues related to SPECO requirement completion, and resolves routine to moderately complex issues, escalating complex matters to the CPPU Manager as needed.
• Coordinates Provincial Violence Prevention (PVP) training course registration and follow-up for 300 BSN students annually, including tracking registration and disseminating materials.
• Creates and maintains calendars for SPECO requirement completion cycles and due dates, and keeps relevant staff, faculty, students, and external placement sites informed and up to date.
• Using templates, creates initial drafts of Student Placement Agreements for review by the CPPU Manager.
• Coordinates the administrative workflow for Student Placement Agreements (SPA), including tracking progress, facilitating document exchange, and follow-up on outstanding approvals in a timely manner. Liaises with Nursing staff and faculty, University Counsel, and external placement sites and organizations to facilitate the agreement completion process.
• Coordinates new practice partner orientations to the Student Placement Agreement process, answers questions and provides information around the process as required.
• Maintains records of all Student Placement Agreements to ensure all agreements are kept up to date and flags any upcoming agreement expiries to the CPPU manager to ensure that new agreements are initiated as required.
• Responds to complex and varied inquiries around SPECO requirements, prerequisites, and Student Placement Agreements, and provides information of a complex nature to instructors, placement sites, students, and other internal and external stakeholders.
• Compiles and assembles prerequisite Canvas course materials and handouts, ensuring all course materials are up to date.
• Assists with compiling, tracking, and uploading prerequisite course training materials, such as how-to videos, manuals, and training booklets for students, faculty leads, and NPES.
• Coordinates survey distribution and tracking for course sign-up, placement selection, and course evaluation surveys.
• Collects, compiles and formats data and statistics from various sources; organizes and presents student, instructor, and Faculty SPECO information in an appropriate format, including written reports, tables, and spreadsheets
• Supports the planning and coordination of CPPU and practice-related conferences, workshops, and meetings. This includes scheduling, venue booking, catering, A/V, participant registration and tracking attendance.
• Builds and maintains positive relationships with faculty, staff, instructors, students and external partners at healthcare sites
• Gathers, compiles, and maintains records and tracking systems for all compliance-related documents. Follows up with students, staff, and faculty members as required to request missing or additional information.
• Reconciles and follows up on outstanding expenses and honoraria payments for events, preceptors, and instructors.
• Provides student support coverage for the Undergraduate Placement Coordinator, answering routine general undergraduate student queries and escalating more complex queries as needed.

Consequence of Error/Judgement
This position is essential to the effective operations of the CPPU unit. Poor performance, errors in judgement, issues in attention to detail, ineffective communication, or providing incorrect information could result in the delay or cancellation of a practice education placement and could impact students’ timely progression in their programs. Incomplete or incorrect records of SPECO and other practice education compliance requirements also open the university to risk exposure or liability in the event of injury or other incidents during student placements.
Supervision Received
Works independently, under the direction of the Clinical Practice Placement Unit (CPPU) Manager and works closely with other CPPU team members. Work is performed in accordance with established procedures and accepted practices, involving judgment in selecting appropriate methods within established guidelines and practices. The CPPU Program Support is expected to effectively prioritize and organize tasks in order to accomplish goals in a timely and reliable manner.
Supervision Given
None. May orient new staff to tasks.
Minimum Qualifications
High School graduation, plus one year of post-secondary education, 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 inclusion

Preferred Qualifications

• Prior knowledge and understanding of UBC policies, procedures, and instructions is an asset.
• Ability to manage details; to exercise tact, discretion, and sound judgement; and to work independently in a high-volume environment. Ability to analyze problems, identify key information and issues, and effectively resolve them.
• Experience with, and ability to coordinate, detailed administrative and event coordination logistics; to effectively manage multiple tasks and priorities; to demonstrate perception and initiative in handling matters of a complex and non-routine nature; to prioritize and work effectively under pressure, and to meet deadlines and demands.
• Ability to demonstrate initiative, good judgement, sensitivity, and tact while communicating with a diverse range of faculty, staff, students, and external partners.
• Ability to accurately gather, organize, summarize and process information. Ability to take and transcribe accurate meeting minutes.
• Excellent written and verbal communication skills are essential, including the ability to communicate complex information with clarity, professionalism, and discernment with diverse audiences (community partners, Indigenous and UBC faculty, staff, and students).
• Strong competency in standard Microsoft Office applications (Word, Excel, Outlook), with a focus on creating and managing spreadsheets.
• Knowledge of database programs used at UBC and in postsecondary institutions (e.g. Student Information System, Integrated Workday program, etc...).
• The incumbent is expected to be an excellent team player, take initiative, problem solve, determine course of action and follow through; work requires ongoing prioritization.
• Ability to work effectively under pressure to meet deadlines.