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Job Category M&P - AAPS Job Profile AAPS Salaried - Administration, Level A Job Title Assistant Operations Manager Department Administrative Support | Centre for Health Education Scholarship | Faculty of Medicine Compensation Range $5,791.00 - $8,323.42 CAD Monthly 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. Posting End Date March 17, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date August 6, 2027 This is a temporary leave replacement position, aiming to start April 27, 2026, to August 6, 2027, with the possibility of extension. 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 Assistant Operations Manager, in consultation with the Administrative Manager, Director, and Associate Director(s) of the Centre for Health Education Scholarship, is responsible for efficient operational and administrative management of the Centre for Health Education Scholarship (CHES) in the UBC Faculty of Medicine; Responsible for the management of a variety of projects and activities to ensure the successful fulfillment of CHES mandate and goals. A central and major responsibility of the Assistant Operations Manager will be to manage all external engagement initiatives within the Centre. These initiatives will include, but are not limited to, the planning of a proactive and strategically-driven communications strategy for CHES, as well as coordinating a broad range of CHES programs and events (including the annual Celebration of Scholarship conference, Cutting Edge Speaker Series, Visitor Program, Educators Leadership Program, and other workshops, webinars, and unit events as required), ensuring that all mandates are fulfilled in the most efficient and timely manner. The Assistant Operations Manager of CHES will foster effective working relationships with units throughout the UBC Faculty of Medicine. The position will be based at the UBC Vancouver Campus; however, the incumbent may also be required to occasionally travel to other sites (e.g., Diamond Health Care Centre) to support operational activities. This position also has the option of a hybrid work arrangement. Organizational Status The UBC Centre for Health Education Scholarship (CHES) is a research and education centre that strives to enhance the health of people and populations by advancing educational practices of the health professions. Formed in 2008, CHES'' mandate is to enhance health education scholarship across the Faculty of Medicine, and all associated distributed sites, by creating new knowledge through research and informed innovation, building capacity through mentorship of individuals, and fostering a culture of collaboration and scholarly thinking in health professions education. CHES serves as a resource to departments in the mentorship of faculty, and to educational programs in the development of innovations and scholarship in the Facultys education programs. The Assistant Operations Manager reports directly to the Administrative Manager of CHES, and may also receive direction from the CHES Director, Associate Director(s), Scientists, and other CHES leadership. The incumbent liaises with colleagues throughout the Faculty of Medicine and external partners for the coordination of CHES programs, events, and research, including VCHRI and external granting agencies. Work Performed External Engagement & Events Communications Contribute to, manage, and evaluate the strategic planning of all CHES communication initiatives, both internal and external, in order to build and shape the global CHES brand and reputation. Responsible for communications initiatives within the Centre. Oversee the design, development, and dissemination of all promotional, communication, and presentation materials for the Centre within the overall communications strategy. Develop and oversee the Centre website including managing content; and oversee any large strategic projects as they pertain to the website (e.g. the planning and implementation of website design and layout updates). Develop content for social media channels (i.e. Twitter/X). Support media related functions by keeping informed of current news issues and/or trends to identify opportunities and potential stories that enhance the reputation of the Centre and its people. Maintain current and up-to-date knowledge on systems such as the website, virtual platforms, online learning tools, graphic design suites, marketing systems, and conference registration system policies. Keep current and up-to-date knowledge on special event and industry trends. Events Develop and conceptualize all elements of event planning for CHES events, including but not limited, to the Cutting-Edge Speaker Series (including sub-series sessions), Celebration of Scholarship annual conference and CAME webinars. Collaborate closely with the CHES Administrative Manager and Event Chair, responsible for researching and providing advice and recommendations on the strategic plan for each Celebration of Scholarship Annual conference to provide full conference management services including planning and production schedules. Participate as a member of the organizing committee. Manage negotiating contracts with vendors and applying for and securing event accreditation, providing on-site support and liaising with vendors, and conducting pre- and post-event evaluations. Act as the main contact for clients during the lifespan of the conference or event which can begin 12 months before the live event date, and resolve and manage any client and speaker/supplier/vendor concerns and disputes of a complex nature. Manage and oversee post-conference evaluations and finalize conference expenses within prescribed timeline. Ensure that accreditation standards are fulfilled according to the accreditation guidelines. Research and finalize event reports by providing statistical information or other information to the Chair of the Celebration of Scholarship Planning Committee and Centre Director. Develop event specific budgets and financial projections, in conjunction with the CHES Administrative Manager. Programs Responsible for managing the application process and international call for applicants to the Glenn Regehr Global Networking and Visitor Fund, supporting the pursuit of the development of scholarship. Manage the overall committee review and selection process, and oversee the development of successful applicant itineraries and in consultation with Faculty of Medicine Development as required. Manage and oversee all administrative aspects of the CHES Visitor Program, in conjunction with the CHES Faculty Lead. Responsible for overseeing all aspects of visits for 30+ scholarly visits per year. Act as the CHES liaison for the Faculty of Medicine Faculty Emerging Leaders Program (FELP), in conjunction with the CHES Director. Responsible for assembling participant cohort from nominations from RADs and FoM Department Heads, liaising with program participants, and ensuring enrolment. Develop program specific budgets and financial projections, in conjunction with the CHES Manager. Design, develop, and manage master databases for the purposes of maintaining program reporting and statistics for all of the above-mentioned programs. Operations and Administration Participate in the planning, development, administration of new initiatives and ongoing priorities of CHES, taking initiative in creating action plans, following up and following through to complete tasks; ensure CHES leadership is updated on the status of various program initiatives, issues, and activities. Manage special projects within the CHES office; including analyzing and evaluating outcomes and providing recommendations on improvements. Develop and implement administrative policies, practices and procedures to be observed in the Centre and ensure compliance, in conjunction with the CHES Administrative Manager. Implement standardized office procedures and systems. Maintain ongoing awareness of policy and procedural changes and provide interpretation, authoritative advice and guidance to faculty, staff and students on University policy and procedures. Responsible for office management that supports the Centre and its various sites (primarily UBC Point Grey Campus and Diamond Health Care Centre). Manage the orientation process for new faculty and staff. Manage special, ad hoc meetings for senior staff and faculty members. Plan and implement office space moves, to accommodate visiting faculty and students, and/or incoming employees. Act as a member of the Faculty of Medicine Local Safety Committee and act as fire warden. Finance Direct and oversee the processing of expense reports and financial expenditures for senior faculty and leadership of CHES. Ensure all expenses follow CHES budgetary considerations. The Assistant Manager is responsible for all expenses and purchasing on behalf of the Centre Director. Ensure accuracy and compliance to FoM and UBC policies prior to upload onto Workday. Use independent judgement to determine reasonable costs. Oversee the donation and gift funds including the Glenn Regehr Global Networking and Visitor Fund by providing regular updates and preparing budget reports on fund expenditures and balances to the Director, CHES and Administrative Manager for donor reports as required. Develop program and event specific budgets and financial projects, in conjunction with the CHES Administrative Manager. Human Resources Manage one (1) CUPE 2950 staff within the core CHES team, including hiring, training, performance management, and termination. Perform other related tasks as required to meet the operational needs of the Centre. Consequence of Error/Judgement The CHES Assistant Operations Manager will be expected to make decisions regarding the development and implementation of comprehensive policies, procedures, and systems having broad impact across the Centre. This position is expected to exercise considerable judgment and initiative. Consistent with the Faculty''s professional standards, the Faculty is committed to the highest level of professionalism in all interactions. This position requires critical thinking, tact, and discretion to an outstanding degree, especially in handling matters of a non-routine nature requiring the interpretation of University and Faculty guidelines, procedures, and policies. Errors in judgment or ineffective communication will compromise the effectiveness and efficiency of the Centre. The incumbent works within broad guidelines and in conjunction with the Administrative Manager, Director, and program faculty leads to establish policies and procedures. Ability to handle matters based on the knowledge of the University of British Columbia and Faculty of Medicine policies and procedures is vital, as poor decisions could delay the timely completion of projects and activities, have major financial repercussions, and be damaging to the credibility of the Centre and its members, the Faculty of Medicine, and the University of British Columbia. Work must often meet tight deadlines and requires the incumbent to perform well under pressure. The incumbent is expected to respond well to unexpected circumstances and exercise independent judgment. The incumbent must demonstrate exceptional public relations and interpersonal skills in dealing with high profile members, visitors, and senior administration of the University and CHES community. Inappropriate or errant communications of sensitive issues could have a serious impact on operations and have legal implications. Supervision Received Works independently under general direction from the Administrative Manager and Director of CHES. Supervision Given Manages the activities of one CUPE 2950 staff and temporary staff. Has input on hiring, discipline, evaluation and termination of administration staff. 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 ones own. Demonstrates a commitment to enhancing ones own awareness, knowledge, and skills related to equity, diversity, and inclusion. Preferred Qualifications Advanced computer experience required. Demonstrates commitment to inclusive excellence and applies an equity, diversity, and inclusion framework to their work. Superior interpersonal and management skills required and experience working in complex environments such as health care organizations or universities preferred. Ability to exercise 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 leadership and external agencies. Excellent oral and written communication skills. Ability to compose and edit correspondence, reports, presentations, and other written materials using clear and concise business English. Ability to develop, implement, and evaluate a variety of project and communication plans. Strong organizational, problem-solving, critical thinking, planning, and analytical skills required. Exceptional attention to detail and accuracy required. Effective oral, written, interpersonal communication and public relations skills. Ability to coach staff appropriately, establish customer-service standards and goals, evaluate performance, provide feedback, and take correction action as required. Ability to manage projects that involve a variety of stakeholders. Ability to adapt to changing priorities, set work priorities, work under pressure, and meet deadlines (often concurrently). Proficient problem-solving and analytical skills. Ability to 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 deal with a diversity of people in a calm, courteous and effective manner. Ability to work strategically and cooperatively in a team environment with all levels of professional, technical and administrative staff integrating resources in a timely and organized basis. Knowledge of University and Faculty of Medicine policies and procedures preferred. The ideal candidate has worked with postgraduate programs, has experience with researchers, residents, and other trainees, and has experience with faculty and staff recruitment processes. Ability to type 60 w.p.m. and operate a normal range of office equipment. Intermediate to advanced level computer experience required (Microsoft Office programs, including Outlook, Word, Excel, OneNote, SharePoint and PowerPoint, Teams, and Adobe Acrobat Pro). Experience with Qualtrics and WordPress an asset. Experience with videoconferencing and teleconferencing an asset. Ability to travel between local sites as required. #J-18808-Ljbffr