Senior Program Assistant

Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

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

Job End Date

This is a 1-year leave replacement position with a possibility for 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 UBC Faculty of Medicine, through its Office of Postgraduate Medical Education (PGME), provides postgraduate medical training in 73 Royal College and 2 Family Medicine training programs. The programs span multiple training sites and are distributed to clinical academic campuses and affiliated regional centers across the province. To accommodate the government funded increase in MD undergraduate graduates, the PGME program has been increasing the number of residents accepted into its programs.

Since 2003 the number of residents has grown from 700 to 1400 in 2019. Residents in UBC Royal College Specialty Training programs spend the first clinical residency year of their specialty either in the Lower Mainland (St. Paul s Hospital or Royal Columbian Hospital) or Victoria (Royal Jubilee Hospital and Victoria General Hospital) to carry out the learning requirements as determined by their home program.

The primary function of this role is to provide complex coordination and support for the planning and delivery of the Basic Clinical Year Training (BCYT) Program located at St Paul's Hospital (SPH). The main functions of this role include complex and significant scheduling, preparing program documentation, materials for seminars and lectures, and corresponding with lecturers and preceptors. The incumbent plays a key role in ensuring the smooth delivery of the BCYT Program at SPH and works with a view to streamline and improve processes. This position oversees many aspects of resident training, information, and education. There are approximately 25 residents in this program.

All duties and responsibilities are carried out at the administrative offices, 1190 Hornby Street and St Paul's Hospital Vancouver, BC and the Royal Columbian Hospital Medical Education Office in New Westminster, BC.

Organizational Status

This position reports directly to the Basic Clinical Year Manager, and is expected to work independently with minimal guidance. The incumbent will also receive direction from the SPH BCYT Program Director.

This position works closely with Program Directors, Program Managers, Program Coordinators, Program Assistants, as well as preceptors for both the Royal College and Family Practice Medicine programs. This position also interacts with outside agencies such as Providence Health Care and The College of Physicians and Surgeons of British Columbia. This position deals with sensitive, restricted, confidential matters and consults with the Basic Clinical Year Manager on complex issues.

Work Performed

Administrative:

1. Performs duties related to supporting the development of the BCYT Program at SPH in collaboration with the UBC Postgraduate Deans Office

2. Interprets guidelines, policies and procedures pertaining to Royal College, Family Practice and visiting Residents enquiries of a non-routine and routine nature

3. Provides updates on resident issues or problems to the SPH BCYT Program Director, suggesting solutions to problems as required

4. Collaborates with the SPH BCYT Program Director to create program policies and procedures

5. Prepares materials for seminars and lectures, and other documentation as required

6. Assists SPH BCYT Program Director to prepare for Accreditation review. This may include compiling data for reporting and providing documentation, surveys and reviews

7. Creates and maintains SPH BCYT Program Handbook

8. Plans and coordinates annual BCYT Program events (e.g. orientation and farewell) including managing a budget, prioritizing, and ensuring the preparations are completed

9. Prepares notifications to services ensuring residents are freed of all clinical obligations during periods of mandatory program educational events and courses

10. Attends meetings with SPH BCYT Program Director as required

11. Maintains resident records in the Resident Management System (RMS) and One45

12. Maintains resident personnel files, including database, attendance records, correspondence, and licenses

13. Coordinates meetings and videoconferencing as required

Assessment and Evaluation:

1. Prepares and coordinates evaluations for review by SPH BCYT Program Director, including corresponding with preceptors and forwarding evaluations for review

2. Identifies low performance resident evaluations and alerts SPH BCYT Program Director

3. Enters, updates and maintains BCYT resident rotation information in One45

4. Distributes and monitors Resident evaluations using One45

5. Monitors all aspects of resident In-Training Evaluations (ITERs) for BCYT, ensures system links are up-to-date

Scheduling:

1. Assists the SPH BCYT Program Director with planning, complex and significant scheduling, and resource management by preparing schedules, documentation and corresponding with lecturers and preceptors

2. Assigns, coordinates, and tracks all aspects of the BCYT Residents clinical rotations, vacations/sick time, evaluations, conference information and contact information using One45. Assists Residents and Preceptors with troubleshooting One45, and enters all new resident information

3. Prepares and coordinates the complex scheduling of BCYT residents. This includes liaising with external and internal stakeholders including hospital services, postgraduate programs, and the MD Undergraduate Program

4. Liaises regularly with Residents, preceptors, facilitators and lecturers to coordinate any changes to their schedules. Maintains resident schedules

5. Coordinates Resident meetings with SPH BCYT Program Director

6. Provides support and troubleshooting for room requests and equipment such as videoconferencing

7. Coordinates all aspects of the Academic Half Day lectures that occur weekly

8. Collaborates with the Family Medicine Program staff to accommodate the needs of their residents who share services with the BCYT residents

9. Arranges Sub-Specialty electives for BCYT as required

10. Coordinates all aspects of the annual Neonatal Resuscitation Course for the BCYT Residents

Finance:

1. Coordinates financial expenses relating to the operation of the SPH BCYT program, Clinical Bedside and Non-bedside Teaching funds, and Resident Activity Funds. Verifies and tracks preceptor teaching from hard-copy schedules and One45 to Excel

2. Prepares requisition payments and stipends for Faculty using teaching tracking information in schedules and One45

3. Prepares travel requisitions, journal vouchers, subscription forms, conference payments, ACLS reimbursements and any other payments as required

4. Prepares proposal for expenses, identifies and recruits tutors & examiners, and coordinates all aspects of the Physical Exam Skills session and the Mock OSCE session for the SPH BCYT Residents

5. Confirms and submits resident requests for stat holiday reimbursement in the Resident Management System (RMS)

6. Prepares budget proposals for expenses as required

7. Tracks usage of the SPH Foundation Fund

Other Duties:

1. Maintains and updates a procedures manual for the position

2. Trains new staff and temporary staff as required

3. Provides support to colleagues during absences

4. Performs other duties as required

Consequence of Error/Judgement
The Senior Program Assistant is expected to exercise professional judgment and extreme discretion when dealing with issues surrounding the BCYT Program and PGME office. Errors in judgment or ineffective communication will compromise the effectiveness and efficiency of the BCYT Program. The Senior Program Assistant, in coordination with the SPH BCYT Program Director, is responsible for the day-to-day administration of the BCYT program. The BCYT training schedules are extremely detailed and errors in scheduling could have considerable impact on Resident s learning, faculty, and Resident satisfaction. It is important that residents are given accurate information regarding their program; mistakes can have a long-term impact on their training and certification. The position must work with tact, discretion, and confidentiality concerning resident records and personal information. The Senior Program Assistant is expected to exercise tact and discretion when responding to inquiries from external agencies and individuals and is expected to consult with the Postgraduate Manager on complex issues. Consequences of indiscretion and unprofessional attitude could reflect negatively on the BCYT Program, PGME Deans Office, the Faculty of Medicine, and the University.

Supervision Received
This position reports directly to the Basic Clinical Year Manager.

Supervision Given
Is not required to supervise; may explain work procedures to new or inexperienced staff.

Minimum Qualifications
High School graduation, plus two year post-secondary diploma, plus four years of related experience, or an 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

Experience in Postgraduate Medical Education is highly desirable.

Prior experience with One45 an asset. Ability to exercise confidentiality, tact and discretion.

Ability to accurately maintain Outlook calendars, and schedule appropriate appointments.

Ability to communicate effectively verbally and in writing. Highly effective interpersonal and organizational skills.

Ability to deal with a diverse group of people in a calm, courteous and effective manner.

Flexibility and can-do attitude.

Ability to develop and maintain cooperative and productive working relationships.

Ability to work independently and demonstrate initiative. Ability to take and transcribe minutes, or other dictated materials.

Ability to maintain accuracy and attention to detail.

Ability to handle large volumes of paperwork during peak periods.

Ability to effectively use at an intermediate to advanced level MS Office Suite Word, Excel, PowerPoint, MS Outlook, and SharePoint. Ability to exercise independent judgment and interpretation of information.

Ability to effectively manage multiple tasks and priorities.

Able to work under pressure in a fast paced, high volume environment with critical deadlines.

Ability to respond appropriately to inquiries in person, on the phone, and in writing; make appropriate referrals.

Ability to work independently and in a team environment.