Manager, Academic and Clinical Affairs

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.

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

Job End Date

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 Manager, Academic and Clinical Affairs provides strategic advice and oversees daily operations for the Associate Director of Partnerships and Community Engagement and the Associate Director of Clinical Faculty Affairs at the School of Population and Public Health (SPPH). This role manages general academic and clinical operational functions for the senior leaders and oversees the overall functions of both portfolios. The Manager of Academic and Clinical Affairs is responsible for managing and completing a variety of projects related to the efficient academic and clinical organization and operation of the School of Population and Public Health. This role works closely with the Communications, Human Resources, Finance, and IT teams.

Working closely with the two Associate Directors’ portfolios, this role is critical in supporting engagement and fostering effective working relationships with internal and external partners. This position deals with highly confidential and sensitive material, relating to faculty, Academic and Clinical Affairs, government and health authorities. A high level of integrity is required in maintaining confidentiality. This position manages information in an extremely demanding environment requiring the highest level of tact, discretion and sensitivity. The Manager, Academic and Clinical Affairs is expected to be knowledgeable about all aspects of the School, its activities and governance, the policies and procedures of the Faculty of Medicine (FoM) and of the University as it pertains to the duties. This autonomous position exercises initiative and judgment to assess and respond to issues, resolve academic and clinical problems, and provides direction to faculty, staff and students on procedural matters.

The office is located in the School of Population and Public Health building, located at the UBC Point Grey campus.
Organizational Status
This position is responsible for a variety of duties related to providing academic and clinical management for the SPPH. The Manager, Academic and Clinical Affairs works closely with SPPH staff locally, provincially and internationally, including senior health care leadership at all levels of government, health sciences faculty and staff from across Canada, communications personnel, administrators, physicians, epidemiologists, research coordinators and assistants, data managers, biostatisticians, graduate students and fellows.

Housed within the Faculty of Medicine, the School of Population and Public Health (SPPH) is an innovative unit that encompasses many of the health-related groupings at UBC as a collaborative venture. The School is structured around four divisions: Global, Environmental and Occupational Health; Health Services and Policy; Epidemiology, Biostatistics and Public Health Practice; and Health in Populations. The resulting mix of professions and disciplines is seen as a means of connecting individuals and learners to galvanize the relationship between health research, public health and health services and to enhance learning.
Work Performed
Academic (50%):

• Leads a variety of projects to ensure the efficient academic organization and operation of the Associate Director, Partnerships and Community Engagement’s portfolio. Responsible for planning, developing, setting deliverables, and overseeing implementation while ensuring timelines are being met and evaluating projects.
• Reviewing and analyzing protocols and providing recommendations into goal-setting objectives for the portfolio. Strategically manages the Associate Director’s priorities and professional commitments, exercising judgment to ensure goals and objectives are met.
• Diplomatically manages complex requests from members of the government, partnerships and community engagement officials, members of the university, students, donors, and the general public.
• Working with the Associate Director, Partnerships and Community Engagement, facilitates multiple significant governance committees.
• Acts as the main contact for SPPH’s external response to public health crises, including pandemics, the toxic drug crisis, housing and mental health issues, and vaccinations.
• Engages with SPPH faculty and the communications strategist to foster public interest through trusted information and to raise SPPH’s profile.
• Works with Division Heads to drive community and culture of community/engagement within SPPH and develop initiatives that draw faculty, staff and students together to foster a sense of belonging for all those affiliated with SPPH.
• Establishes and upholds collaborative relationships with peers and partners, internal and external to UBC.
• Advises on other matters outside of existing policies, providing necessary direction as required.
• Plans and manages workshops and symposia for the School on local, regional and national issues.
• Develops and directs all School-wide events from conceptualization to implementation. Establishes and manages budgets and allocates resources for events and supervises the Administrative Coordinator in their work to support School events.
• Manages the School’s records retention management system in compliance with the Faculty and University's records retention management system; collaborates with HR and Finance teams as required.

Clinical & Honorary Faculty (50%)

• Manages the School’s clinical portfolio in collaboration with the Associate Director, Clinical Faculty Affairs.
• Develops policies and manages and oversees implementation of policies and procedures for clinical faculty appointments, SPPH event planning and special projects as required.
• Oversees the Clinical Faculty appointments process including the planning, developing, implementing, and ensuring that documentation processes and timelines are met for the Clinical Appointment, Reappointment and Promotion (CARP) committee, its subcommittees (e.g., CF awards), and related projects. Supervises the Administrative Coordinator supporting this portfolio.
• Oversees and facilitates CARP committee meetings and the application process for the CARP committee, including ensuring the receipt of postgraduate teaching reports through PGME Faculty Feedback and Support (FFS) for adjudication of files.
• Directs the Clinical faculty payment system and related HR and Finance procedures and supervises the Administrative Coordinator supporting this process. Supervises and ensures issues with the Teaching Tracking and Payment System (TTPS) are resolved as needed and develops policies and procedures to streamline payment processes as required.
• Reviewing and analyzing protocols and providing recommendations into goal-setting objectives for the portfolio. Analyzes and strategically manages the Associate Director’s priorities and professional commitments, exercising judgment to ensure goals and objectives are met.
• Under the direction of the Senior Human Resources Manager, oversees the honorary appointments portfolio (Affiliate, Associate and Adjuncts), and directs related work to the Administrative Coordinator.
• Diplomatically manages complex requests from members of the government, partnerships and community engagement officials, members of the university, students, donors, and the general public.
• Advises on accuracy of appointment records and ensures that website and listserv lists remain current. Provides advice regarding complex inquiries for the honorary and clinical faculty appointment portfolios for the School and acts and oversees the planning of School events.
  

This position collaborates closely with other senior staff in managing and operating the School, overseeing daily operations, resource allocation, and staff supervision. The incumbent actively participates in the development and implementation of administrative, academic, and clinical policies, procedures, and systems to ensure organizational effectiveness and compliance. The role is responsible for providing advice and information to faculty and staff on academic and clinical matters, serving as a key point of contact for complex inquiries and problem resolution. The incumbent prepares detailed reports and data analyses for senior management, manages special projects and events, coordinates interdepartmental initiatives, and supports strategic planning efforts.

Consequence of Error/Judgement
This position requires judgment, tact, discretion and initiative to an outstanding degree. Errors in judgment with internal or external constituents could have negative impact on the Associate Directors Offices and the University, resulting in legal action, negative public relations, financial costs, and loss of credibility.
Supervision Received
This position works independently under general managerial direction in assigned areas of responsibility. The Manager, Academic and Clinical Affairs functionally reports to the Associate Director, Partnerships and Community Engagement and the Associate Director, Clinical Faculty Affairs for executive administration tasks.

The position directly reports to the Senior Human Resources Manager and administratively reports to the Director of Administration.

Works independently under broad direction and with minimal supervision. Is self-directed, and exercises independent judgment and initiative in prioritizing and completing tasks. Has wide latitude, within authorized prescribed limits, in assessing and resolving problems. Job functions are generally governed by broad instructions, objectives and policies, usually involving frequently changing conditions and competing priorities. Work is reviewed periodically to assess performance and ensure completion of project milestones. Consults with the Director of Administration and the Associate Directors on highly complex or unusual matters governed by UBC policies and practices.
Supervision Given
Manages staff and student workers for special projects and event planning. Responsible for hiring, performance evaluation, disciplinary action up to termination of the Administrative Coordinator.
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

• Relevant experience in a senior-level administrative and executive support position in a large and complex organization.
• Experience working with individuals at senior levels and in complex environments, or comparable university or corporate experience is a strong asset.
• Human resources experience preferred.
• Knowledge of university and Faculty of Medicine policies, procedures, governance and administrative systems preferred.
• Demonstrated ability to effectively use MS Office and videoconferencing technologies at an advanced level (e.g., Outlook, Word, Excel, PowerPoint, MS Teams, Zoom, etc.)
• Experience with survey and polling applications (e.g., Qualtrics, Doodle, etc.).
• Ability to exercise a high level of diplomacy, tact and discretion when working with information of a confidential and or sensitive nature and in dealing with various levels of senior administration and external agencies.
• Excellent oral and written communication and public relations skills.
• Ability to mentor and coach staff, establish standards and goals, evaluate performance, provide feedback and take corrective action.
• Ability to consistently foster collaboration and respect among team members by addressing elements of the group process that impedes, or could impede, the group from reaching its goals.
• Ability to work strategically and cooperatively in a team environment with all levels of professional, technical and administrative staff and thereby integrating resources in timely and organized basis.
• Ability to manage projects that involve a variety of community partners including conducting needs analyses, planning, organizing, managing, monitoring, completing, and evaluating projects within allocated time and resources.
• Ability to adapt to changing priorities, set work priorities, work under pressure and meet deadlines.
• Ability to diagnose problems, identify underlying issues and effectively resolve the issues.
• Ability to maintain accuracy and attention to detail.