Faculty Feedback Support Analyst

Job Summary

Within the Faculty of Medicine’s (FoM) Faculty Development Office, the Postgraduate Medical Education (PGME) program, is responsible for leading the development and administration of faculty feedback, conducting the processing and analysis of results, and developing reports from the implementation of standardized, centralized feedback processes. The Faculty of Medicine is required to collect Faculty Feedback data for: continuous quality improvement; to comply with University Policies; and to meet Royal College of Physicians and Surgeons of Canada (RCPSC) and College of Family Physicians of Canada (CFPC) accreditation standards on faculty feedback, and the use of learner evaluation data in program improvement.

The primary focus of this position will be to support the development, administration and implementation of the Faculty Feedback policy and accreditation requirements in PGME. The role will support the gathering, analysis, and reporting in accordance with the standardized Faculty Feedback business processes for medical education. The role directly liaises with relevant individuals (e.g. leadership, faculty, staff) involved in faculty feedback.

Organizational Status

Reports to the Teacher Assessment Support Manager in Faculty Development. Takes direction from and works closely with the Faculty Feedback Support (FFS) Faculty Lead, PGME; PGME Senior Leadership, and the Associate Director, Faculty Development. Liaises with the program managers and administrative assessment teams in the Faculty of Medicine and other senior leaders as required. Collaborates with the Educational Administrative Systems Support Analysts.

Work Performed

Business Analysis, Process Support & Continuous Improvement:

• Responsible for the operationalization of the governance and management activities supporting Faculty Feedback, including meeting all reporting requirements of faculty feedback across the PGME program. This includes overseeing the creation of faculty feedback reports, ensuring their accuracy, and releasing the reports to senior leadership and individuals.
• Works with leadership and department heads/staff to provide aggregate faculty feedback reports and summaries to facilitate decision-making around faculty promotions and reappointments
• Supporting leadership to create faculty development resources derived from faculty feedback
• Oversees alert process and distribution to PGME program senior leadership and ensuring loop closure for faculty feedback
• Responsible for implementing and delegating tasks that are identified by the Faculty Feedback Support Manager and Lead that improve business processes and improvements.

Portfolio Coordination:

• Collaborate with the PGME FFS Faculty Lead on the development and refinement of a preceptor feedback and assessment system.
• Assists with the activities of any Faculty feedback stakeholder working groups such as developing agenda items, preparing documentation, overseeing meeting arrangements, and documenting discussions for follow up
• Analyzes FFS projects throughout the project life cycle, anticipating and mitigating potential risks and providing advice on the resolutions of issues as they arise to ensure targets are met.
• Where relevant, works collaboratively with other Educational Administrative System Support Analysts and the postgraduate departments on other phases of the teacher feedback project

Operations & Training:

• Manages all support requests submitted to the Faculty Feedback team (e.g. requests to support promotions, tenure and reappointments, learning environment requests, and other requests related to quality improvement of the PGME program).
• Main contact for end users for any communications related to Faculty Feedback.
• Works collaboratively with other Educational Administrative Systems Support Analysts.
• Allocates resources to enable effective report generation for various business processes, operational procedures, and departmental requirements.

General:

• Assists the Teacher Assessment Support Manager in the management and administration of the unit.
• Assigns staff and other resources (e.g. technological platforms) to ensure the Faculty Feedback unit meets programmatic requirements.
• Attends appropriate administrative meetings and represents the Faculty Feedback team.
• Develops and maintains collaborative working relationships with PGME program staff, faculty, and leadership in the development and release of faculty feedback reports.
• Performs other related duties as required
• Supports UGME initiatives as assigned by Teacher Assessment Support Manager, Faculty Development

Consequence of Error/Judgement

Job tasks are governed generally by broad instructions, objectives, and policies. This role will have access to confidential data. Errors in judgment may result in security breaches for the Faculty of Medicine. Errors in planning, analysis and design may impact operational efficiencies or result in misinterpretation of data.

Supervision Received

Reports directly to the Teacher Assessment Support Manager at Faculty Development. Takes direction from the Senior Manager, Learning & Quality Improvement, PGME, the Faculty Feedback and Support Faculty Lead, PGME and the Associate Director, Faculty Development.

Works independently under limited supervision.

Supervision Given

May assign and monitor the work of other program assistants.

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

• Direct experience in Medical Education preferred.
• Ability to work effectively as part of a team, collaborating effectively a variety of partners and across various projects.
• Strong communication skills, both verbal and written, with a demonstrated ability to disseminate complex information to audiences with mixed levels of understanding.
• Ability to effectively manage programs/projects.
• Excellent interpersonal skills and ability to develop and maintain strong working relationships with a diversity of internal and external partners.
• Experience working with qualitative and quantitative data.
• Ability to effectively use MS Excel at an advanced level; MS Office Suite at an intermediate level (e.g., Outlook, MS Word, MS Teams); Qualtrics, Adobe Creative Suite at an intermediate level.
• Ability to navigate and use One45 data management system.
• Ability to use effective communication skills in both informal and formal settings.
• Ability to effectively resolve complaints in a calm, non-confrontational manner, and by exercising sound judgment.
• Ability to analyze problems, identify key information and issues, and effectively resolve.
• Ability to exercise tact and discretion.
• Ability to effectively facilitate groups to achieve appropriate outcome.
• Ability to deal with people in a courteous, calm manner.
• Ability to identify and correct missing and incomplete data.
• Ability to train.
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Creates and fosters an environment that promotes inclusivity and the values of respect, integrity, compassion, collaboration and equity.