Program Manager

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Posting End Date

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 BC Brain Wellness Program (BWP) intends to change the way British Columbians live and age with chronic brain conditions. We have created a comprehensive and integrated approach to brain wellness around lifestyle interventions as the foundation of brain health, complementary to and integrated with traditional medical care and with the potential to improve our current healthcare system.

Our Vision is Brain Wellness, Beyond All Boundaries.

Our Mission is we are leveraging the collective power of clinical care, lifestyle programs, education, and research to design a comprehensive and integrated approach to brain wellness for people with chronic brain conditions, care partners, and healthy agers.

The BWP is an interactive effort to establish clinically relevant lifestyle approaches to complement medical treatment in the clinics at the Djavad Mowafaghian Centre for Brain Health. By combining clinical care with interventions that support healthier lifestyles, The BWP team hopes to improve and sustain the quality of life for people living with brain disorders and

their care partners, as well as to offer healthy agers the opportunity to enhance their wellness and engage in preventative lifestyle measures.

The BWP offers 25+ virtual classes for individuals living with chronic brain conditions, their care partners, and healthy agers including exercise, healthy nutrition, stress reduction and improved coping skills, engagement in creative and cognitive activities (e.g., music and visual-art based), and community connection. We have a user base of approximately 2,500 individuals, delivering over 4,000 hours of free programming to people across British Columbia.

The position is for a full-time Program Manager to organize the delivery of the program classes, educational events, research studies, and outreaching work for BWP. The individual will coordinate team members in the delivery of the program including lifestyle based research projects, evaluation of programs, and educational events offered by the BWP. The individual will be the first point of contact for program and research participants, instructors and support the coordination of the volunteers. The individual will be required to provide directions and supervision to the team members to support the operation of routine to moderately complex nature for the BWP. The nature of work requires an extensive knowledge of the BWP research activities, classes, educational events, and offerings to manage the day-to-day operation as well as strategic planning for long-term goals.

Organizational Status
The individual will work closely with the Program Director, Research Assistants and a multidisciplinary team of healthcare professionals at the Center for Brain Health to contribute to our research activities. The individual will work closely in a multidisciplinary team environment and have access to electronic medical records. They will report directly to the Program Director.

Work Performed

• Manages and oversees the daily operations of the program and troubleshoots problems.
• Responsible for the decisions and execution of classes, events, and other program projects (e.g. decisions on design of the program such as program content and instructor selection for ~30 weekly classes and implementation of new programs/events based on budget consideration and program evaluation/feedback results, and delegation of tasks to other staff for program building and facilitation).
• Supervises, schedules and trains staff and contractors and make decisions with respect to hiring and manage performance assessment in collaboration with the Director.
• Analyzes program enrolment, engagement, finances, and other logistics by making inferences on program operation from tracked metrics to identify potential issues and implement strategic initiatives to plan for long-term goals.
• Develops, implements, and ensures adherence to SOPs to provide leadership to the team for program operation and makes workflow improvements for operational efficiency and risk mitigation.
• Oversee the finances for the program through budget forecasting and expense reporting, and make strategic decisions by negotiating contracts for contractors and equipment/ software/ facilities use, and applying for grants.
• Liaise with internal and external organization representatives and explore opportunities for marketing and improving program outreach (e.g. attending conferences, networking events, collaborating with external organization representatives etc.).
• Connect with UBC Faculties, provincial health authorities, and health ministry to collaborate on long-term planning of expansion of the program. (e.g. discussing with regional health authorities on potential collaboration to bridge the gap between the program's role in supporting participants' health and wellness to how this may connect with the established healthcare practice.)
• Researches and determines the applicability of new systems related to program delivery to make decisions on implementation in accordance with UBC guidelines. (e.g. perform program platform evaluation and comparison on different platform to be used for entire program operation such as storage of participant data, scheduling/registration, and integration with online program delivery. Perform cost-benefit analysis for each platforms and evaluated the features needed for unique needs of program operation as well as ensuring the adherence to the UBC guideline for data security by going through Privacy Impact Assessment with UBC risk analyst.)
• Leads program evaluation research work. Assemble, review and participate in the development of data collection methodologies, instruments and databases. (e.g. writing ethics application, protocol planning, delegation of tasks)
• Provides advice and creates development plans to help staff achieve their career goals including conducting regular meetings for coaching and performance assessment and assigning work which leverages their skills and capabilities and provides them with opportunities for learning.
• Carries out any other related duties as required.

Consequence of Error/Judgement
Poor decisions/errors in judgment may compromise the BWP, breech the trust and confidentiality of research participants, and may result in financial loss to the PI, the Centres, and the University. Even simple typographical mistakes may result in distress to stakeholders and be damaging to the program and the reputation of the team and Director. They may influence the ability of the PI to meet critical deadlines and affect funding applications and ongoing program obligations.

Supervision Received
The Program Manager will work closely with staff, clinical investigators, clinicians, clinical fellows, and multidisciplinary staff as well as students at the BC Brain Wellness Program. The individual will work autonomously with no direct supervision.

Supervision Given
The Program Manager will oversee and direct the work of Program Assistants and Administrative Assistants in which case they are responsible for the accuracy, production, and control of the work unit.

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

Proficiency in English grammar, spelling, and punctuation. Ability to compose simple, clear, concise business letters. Effective communication skills. Ability to exercise tact and discretion with others in the obtaining and giving of information.

Previous experience in a clinical setting is preferred. Excellent interpersonal skills are required. The applicant must be sensitive to the issues faced by individuals living with neurological disease and be able to communicate compassionately with patient participants. The need for accuracy in reporting and attention to detail cannot be overstated. Organizational skills are important, including the ability to prioritize workload. The applicant needs to be well-organized in event planning, scheduling, and record keeping. The applicant must have the ability to effectively manage multiple tasks and priorities, and the flexibility to adjust to changing work plans, schedules and deadlines. We require a self-motivated team member with passion and

enthusiasm for improving clinical care with the ability to work well in a team environment as well as be proactive at work. The desire to make a positive difference in the lives of participants and their families is essential. The applicant must enjoy working as part of a large multidisciplinary team. However, they will also have the ability to work independently once they have demonstrated the ability to show initiative. After a probationary period, they will be expected to step up and take an active role in project planning and support. Working between the public and University presents some communication challenges. Hence, the applicant must be adept in written and verbal English. Computer skills are of crucial importance: Word Processing, Internet (Zoom), and database (Access, Excel) experience is required. Web design, scheduling software (Omnify), Work Day, Standard Level First Aid, and CPR C are assets.