Practice Education Coordinator

Job Category

Job Profile

Job Title

Department

Compensation Range

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

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

Job End Date

This is a leave replacement for a fixed term duration.

Job Description Summary

This position is responsible for the recruitment, hiring, onboarding, and organizational training and development of sessional clinical instructors (new hires and re-hires). The position conducts interviews, testing, and reference checks for new hires as well as plans and manages the orientation and professional development sessions and resources for clinical teaching faculty. Facilitates and coordinates affiliation agreements with clinical placement agencies for practice-based learning.

Organizational Status

The School of Nursing (SoN) operates as an independent unit within the Faculty of Applied Science and prepares graduates for direct entry to nursing practice. As a degree-granting program for a distinct health profession, the undergraduate program is responsible for its own clinical placements processes and Clinical associate selections processes, in accordance with Health Authority satndards. Practices enacted through the coordination and oversight of the CPPU must also be consistent with preparatory, regulatory and certification guidelines specified by the BC College of Nurses and Midwives (BCCNM).

This position reports to the Manager, Clinical Practice Placement Unit (CPPU). As it relates to Clinical Associate hiring, receives some functional oversight from the Manager of Operations and Finance (MOF) and the Associate Director Undergraduate Programs (AD UG).The position collaborates with Clinical practice faculty members regarding hiring of sessional clinical associates. Interacts with other units and staff within the School of Nursing, as well as with other UBC units and occasionally interacts with key stakeholders in health care settings both locally and provincially.

Work Performed

• Responsible for the full recruitment cycle of all sessional clinical instructors as per requirements of practice courses, including drafting job descriptions, writing and posting recruitment ads, conducting interviews, assessment testing, reference checks and other onboarding follow-up as needed.
• Forecasts FTE needs based on clinical placements and course needs.
• Drafts and delivers welcome packages to new Clinical Associates.
• Supports course leaders to allocate clinical teaching staff to appropriate sites.
• Makes recommendations and develops policies, procedures, and systems around clinical placement practices.
• Ensures Clinical teaching faculty hiring procedures are aligned with the M&P collective agreement, and UBC policies and procedures.
• Oversees the processing of recruitment data and documents
• Reviews and approves financial allocation of FTEs with the MOF and/or AD UG before offering new appointments or reappointments.
• Plans overall hiring needs for clinical placements across the BSN Program to meet current and future requirements of curriculum and coordinates sessional contract start and end dates.
• Meets regularly with the CPPU Manager, Associate Director - UG and UG Program Coordinator to receive direction for projects and specifics goals.
• Works with program coordinator and Practice Course Leaders in the recruitment, hiring and onboarding processes to secure appropriate clinical teaching faculty for all clinical courses.
• Provides advice and interprets the Collective Agreements in terms of leaves, vacation and benefit entitlements. Refers to the MOF and staff as appropriate.
• Liaises with SoN HR team, practice faculty leaders and others as necessary to support inquiry resolution.
• Works with MOF to ensure clinical teaching positions are correctly classified in Position Management and Workday and advertised via online recruiting platforms, etc.
• Oversees and updates clinical practice spreadsheets and databases when appointments fully approved.
• Develops all supporting documentation for clinical teaching orientation sessions including communicating information about clinical requirements and follow-up required.
• Creates appropriate tracking lists and systems to monitor the status of the various clinical associates hires including course hours, lab hours, start and end date of contract, etc.
• Develops and coordinates effective and consistent clinical instructor orientation packages, recommends professional development opportunities as well as implements on-boarding and off-boarding procedures.
• Orients new clinical staff hires to SoN policies and procedures related to practice education. Interprets School of Nursing and Health Authority policies and procedures and provides guidance and interpretation of same to faculty and staff.
• Develops and updates handbooks and manuals to communicate policies and procedures for clinical practice education for clinical teaching faculty in collaboration with practice course leads.
• Plans and develops communication strategies and engages in complex communication and problem solving in collaboration with clinical course leads and program coordinator to maintain positive working relationships with a variety of internal and external contacts.
• Develops and maintains processes to support clinical teaching staff in using the SoN documentation systems and for clinical education.
• Analyzes clinical replacement data and metrics, develops reports and other clinical placement recommendations to support accreditation, professional development and training and other reporting needs.
• Communicates regularly with SoN faculty, human resources, payroll staff, staff, and manager of the Clinical Practice Placement Unit and other UBC departments as required.
• Liaises with health authorities, hospitals, community health agencies and community-based practitioners to facilitate affiliation agreements for clinical practice learning sites to meet academic program requirements for practice learning experiences.
• Liaises between SoN /CPPU, UBC Legal and Health Authorities/ clinical agencies to develop, consult, and distributes affiliation agreements to secure practice education sites.
• Leads in human resources projects and special events for professional development and training sessions for clinical instructors in collaboration with clinical course leads and program coordinator.
• Creates and updates templates and feedback forms for evaluation of hiring and onboarding processes for sessional clinical instructors.
• Maintains and updates online website with resources and toolkits for clinical education support.
• Performs other related tasks as required for the job.

Consequence of Error/Judgement

Duties require a high level of confidentiality. Failure to hire appropriate, clinical instructors could affect the programs ability to deliver quality educational experiences in an effective and timely way and/or compromise the School s reputation for high standing among nursing schools in Canada. Failure to initiate affiliation and placement contracts between institutions and agencies will incur an increased risk of liability. Failure to maintain positive working relationships with placement agencies could damage the reputation of the BSN Program and increase difficulty in securing placements for students. Failure to maintain appropriate communication and liaison with clinical course leads and/or other faculty could compromise the programs ability to deliver quality educational experiences in an effective and timely way and/or compromise the School s reputation for high standing among nursing schools in Canada.

Supervision Received

This position reports directly to the Manager, Clinical Practice Placement Unit (CPPU), and in their absence to the Associate Director, Undergraduate Programs and/or Manager of Operations & Finance. Regarding final hiring decisions of clinical teaching faculty - works under the direction of the Associate Director Undergraduate Programs (AD UGP) and clinical faculty practice course leaders.

Supervision Given

None.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two to three years of related experience, or the equivalent combination of education and experience.

Preferred Qualifications

Human Resource administration experience preferred. Experience in an academic environment preferred. Affinity with practice education or educational processes preferred. Innovative, creative and flexible;Excellent organizational and problem solving skills; Ability to anticipate problems and issues and plan ahead. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to exercise sound judgment Effective oral and written communication and interpersonal skills; Ability to analyze and redesign work flow/business processes to make them more efficient and effective. Ability to work in a collaborative team approach as well as independently with minimal supervision; Ability to develop and maintain effective relations with faculty, hospital and community agency colleagues;Ability to effectively manage multiple tasks and changing priorities. Ability to work in a fast-paced environment, exercise initiative, and stay organized.Ability to review, analyze, and synthesize complex information into summaries and reports. Ability to understand and apply policies, procedures, and instructions. Ability to create and accurately maintain record and filing systems. Ability to make thoughtful, informed, and thorough decisions. Ability to exercise tact and discretion when dealing with sensitive and/or confidential matters.Ability to effectively resolve complaints in a calm, non-confrontational manner, and by exercising sound judgment. Ability to assist in identifying appropriate courses of action. Ability to provide quality service in a courteous, patient manner. Ability to work effectively independently and in a team environment. Ability to deal with a diversity of people in a calm, courteous, and effective manner.Ability to provide effective and appropriate guidance and counsel on HR related matters.Proficiency with MS office suite (Excel, Word, Outlook, Access and Powerpoint) Experience with data base driven websites an asset.