Description
The Undergraduate Medical Education in the Cumming School of Medicine is currently seeking a Full-time Temporary Relief Education Technologist for approximately 16 /months.
Reports to the Senior Manager, Undergraduate Medical Education Program with accountabilities to the Evaluation Supervisor. Works with the Associate Dean UME, Assistant Dean Evaluation & Research, Student Evaluation Committee, Course Leaders, Clerkship Directors and Academic Technologies Team to administer and coordinate (ie. research, gather, prepare and deliver all examination material) for the Medical Doctor (MD) program with the Cumming School of Medicine.
High volume and diversity of work driven by numerous deadlines and shifting priorities. Requires the management of competing interests resulting in a satisfactory outcomes. Involved in long-term planning of examinations.
Expert level organizational ability is required to plan examinations six months to one year in advance, while concurrently managing current workload. High levels of stress throughout the year.
Use professional judgment in reviewing own work, and the work of others to ensure integrity of examinations is maintained, and regularly review the quality and completion of work, as impact of error is high. Constantly assess processes and develop and implement changes as necessary.
Summary of Key Responsibilities (job functions include but are not limited to):
- Assessment
- Responsible for the coordination, administration, and dissemination of assessments within the UME program
- Responsible for supporting the development and administration of clerkship examinations, program examinations such as the Associate Dean's Exams, and performance examinations such as Objective Structure Clinical Evaluation (OSCEs)
- Responsible for administering deferred or rescheduled examinations/assessments
- Ensures security measures are in place for all examinations
- Responsible for the scoring and upload of marks after the administration of each assessment
- Responsible for uploading assessment results to e-learning software and disseminating to students in a timely manner
- Coordinate with Course Leaders for preparing assessments
- Score assessment results and provides score reporting (student scores, exam analysis, score distribution) and for item analysis from the UME Academic Technologies Team - Assist UME Academic Technologies Team with other assessment administrative needs
- Ensures that compliance with the Conduct at Evaluation policy is adhered to in relation to assessment of student performance
- Instruct all examiners, faculty and staff regarding their responsibilities relating to examinations
- Responsible for coordinating all students with exam accommodations such as additional time for OSCEs or Peripatetic Exams for onsite exams
- Collaborate with Academic Technologies Team to develop standardized processes for the verification and validation of statistical and psychometric analysis
- Conduct data processing and analysis to support statistical or psychometric projects
- Responsible for continuity of minimum performance levels (MPLs) for deferrals and rewrites
- Research Data Stewardship and Data Management
- Data steward for assembling, facilitating access to, and coordinating collection of confidential academic research data
- Oversees data entry for the MSAP (Medical Student Academic Performance) record database
- Manages longitudinal research projects involving student evaluation across multiple years and multiple courses
- Develops, with Academic Technologies Team, psychometric reports used in quality assurance and research projects
- Tracks down erroneous or missing records in collaboration with the Program Coordinator and Administrative Teams
- Perform regular quality control checks on data entries
- Collaborate with the investigative team, physicians, nurses, and clinic staff for ensuring timely implementation and completion of research activities
- Responsible for confidential research data management
- Assist in the preparation of initial drafts and/or sections of documentation for ethics and manuscripts
- Create evaluation surveys and other instruments in conjunction with research team
- Manage and summarize evaluation responses, sign-up responses
- Participate as a team member of study for ethics, data collection, cleaning and analyses
- Clinical Assessment Support
- One45 senior administrator for MD Program (oversight for One45 workflows, allocates access to staff, form creation and editing as required by the Student Evaluation Committee
- Develop workflows in One45 related to rotational work in Clerkship
- Operations
- Coordinates staff for summative and formative examination events
- Research University policies to ensure examination related policies are followed
- Informs Evaluation Supervisor regarding examination concerns and irregularities
- Develop materials for presentation to local, national and international conferences and seminars
- Recommend changes to improve methods, procedures and practices
- Attend and contribute to meetings with key stakeholders as required
- Support best practices in maintaining confidential and sensitive information and records
- Ensure studies and work comply with CHREB, FOIPP, University Archives and other regulatory bodies
- Initiate and undertake special projects as required for Directors, Associate Dean UME, and Assistant Deans
- Other Administrative Support
- Responds to general inquiries and provides information to students regarding exams and accommodations
- Coordinates and implements change to assessment website
- Communicates all exam information to students in all three years of the program
- Responsible for room bookings related to examinations in the Undergraduate Medical Education Program
- Trains staff on exam bank software
- Contact and engage appropriate staff for examination supervision duties
- Responsible for the receipt, checking and secure storage of examination papers and materials
- Backup to Administrative Team to create, print and post seating assignments for exams
- Maintain examination supplies as required
- Troubleshoots technical problems with programs and use of web-based programs
- All manuals, materials, sites relating to examinations are current
- Trains other staff in the operation of examinations
- Demonstrated strong communication, team and customer service skills, and an ability to exercise judgment within established guidelines
- Recommend changes to the overall operations of the evaluation process and improvements to existing policies and procedures
- Maintain confidentiality of student files
- Notify students and Course Leaders of examinations and schedules
- Committee Support
- Provides support to Associate & Assistant Deans as well as the Director of Student Evaluation in managing examination information for committees
- Develops standard processes for the preparation of background information, briefing documents for items moving through curriculum committees
- Acts as a resource person for members of the Faculty when accessing the various curriculum committees and working groups
- Acting member of the Exam Review Working Group (ERGW) and implement the recommendations of the ERGW in the master exam bank
- Prepare statistical and psychometric analysis reports for Exam Review Working Group (ERGW)
- Financial Administration
- Arranges for expenditures such as catering, equipment and facilities
- Oversees that preceptor and examiner hours are entered and correct in scheduling system for preceptor payments
Qualifications / Requirements:
- Post-secondary degree
- Minimum 3 years of technical experience in related discipline
- 5-7 years of experience in Education Administration, Research or Examination Management
- Demonstrated data visualization skills in interpretation and presentation of data and reports (ie. Excel, Powerpoint, Tableau)
- Comfortable managing quality insurance across large datasets
- Expertise working with data-driven web applications
- Expertise working with research data in an academic environment
- Knowledgeable on operational processes within the medical education testing environment
- Expertise with internal UME applications (OSLER, One45, Survey Tool, Question Bank)
- Supervising experience in an educational testing environment is highly desired
- Knowledge of the medical faculty, university and health care fields is an asset
- Working knowledge of e-learning and assessment software
- Experience working with students at the postsecondary level an asset
- Self-motivated, ability to work independently with minimal supervision in all areas of the position
- Must be able to work flexible hours (days, evenings and weekends)
- Must be open to learning and development, and be willing to accept new challenges and assignments
- Advanced skills in Microsoft Office Suite
- Experience with advanced math, statistics and psychometrics
- WHMIS Training
Application Deadline: June 20, 2025
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
This position is part of the AUPE bargaining unit, and falls under the Technical Job Family, Phase 2.
For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.
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We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
