Senior Program Assistant, Medical Education – Hematology/Oncology/BMT & Rheumatology

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Job Profile

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Department

Compensation Range

Posting End Date

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

Job End Date

This offer is conditional upon successful completion of a Criminal Record Check.

Note: Only the Full Time Compensation Range is displayed on the job posting details advertised on the UBC Career sites.

Job Summary

This position provides senior-level program support for the educational activities of the Divisions of Hematology/Oncology/BMT & Rheumatology within the Department of Pediatrics. Working independently and exercising judgment and discretion the Senior Program Assistant coordinates all administrative aspects of the Divisions educational programs including the Subspecialty Fellowship Programs Clinical Trainee Programs Resident and Medical Student Rotations Continuing Medical Education (CME) and Outreach initiatives. The role requires a comprehensive understanding of UBC Faculty of Medicine policies medical training frameworks and hospital credentialing processes.

Organizational Status

Reports jointly to the Directors of the Fellowship Programs and the Division Heads. Receives operational direction from the Program Manager Medical Education. Collaborates with a wide range of internal and external stakeholders including faculty members fellows residents medical students Divisional and Departmental administrative staff UBC Postgraduate Medical Education and Undergraduate Medical Education offices and hospital credentialing bodies.

Work Performed

Program Coordination and Delivery

• Independently coordinates all administrative aspects of the Fellowship and Clinical Trainee programs including the intake and review of applications complex rotation & shift scheduling onboarding and hospital credentialing processes.

• Maintains and updates all training documentation including rotation schedules learning objectives program handbooks and Divisional education policies.

• Independently coordinates and maintains web-based evaluation systems to ensure timely distribution and collection of evaluations; follows up on incomplete submissions. Including acquiring full working knowledge of One45 Entrada & Qualtrics evaluation systems.

• Provides direct support to fellows in preparing for exams and research presentations including assistance with logistics and formatting.

• Oversees weekly academic tutorials and other Divisional education sessions including scheduling room booking (both virtual & physical spaces) materials preparation and communication with faculty and trainees. Provides meeting setup & host support for all related virtual sessions.

• Maintains all current trainee & graduate records.

• Contributes to long-term program engagement initiatives.

Program Planning Evaluation and Problem-Solving

• Works closely with the Fellowship Program Directors and Division Heads to address trainee concerns program feedback and administrative challenges; proposes and supports implementation of creative strategies to enhance program quality.

• Assists in identifying opportunities for innovative delivery of clinical education including the integration of new formats or learning tools.

• Contributes to quality assurance efforts to ensure that the Divisions programs meet the accreditation standards of the Royal College of Physicians and Surgeons of Canada.

• Actively participates in Subspecialty Residency Training Committee Competence Committee and Scholarly Oversight Committee meetings and provides administrative support for meetings including preparing agendas taking minutes and tracking follow-up actions.

• Collaborates with the broader education team in the Department to ensure alignment and consistency of program support and policy application.

Communication and Liaison

• Serves as a key point of contact for prospective applicants current trainees and faculty regarding all aspects of the Divisional education programs.

• Independently responds to verbal and written inquiries with professionalism accuracy and discretion using an in-depth understanding of institutional policies and processes.

• Communicates regularly with administrative units in the Faculty of Medicine hospital credentialing offices and external program partners to ensure timely coordination of information and documentation.

• Prepares and edits a range of documents including professional correspondence meeting minutes reports and educational materials.

• Maintains professional and effective working relationships with stakeholders within the academic and healthcare communities.

Financial and Administrative Management

• Processes and tracks program-related financial transactions including teaching payments education fund disbursements invoice payments travel reimbursements deposits and budget reconciliations. Including acquiring full working knowledge of PGME Resident Reimbursement TTPS & WorkDay systems.

• Maintains organized records of expenditures and assists in reporting and forecasting educational program budgets.

• Ensures compliance with university financial policies and procedures in all transactions.

• Independently monitors deadlines credentialing milestones and documentation workflows to prevent delays in licensing or onboarding of fellows and trainees.

• Liaises with the Department of Pediatrics Subspecialty Program Committee and tracks action items relevant to the Divisional Programs.

• Maintains accurate records of CME activities and issues annual certificates to support compliance with the accrediting body requirements.

• Supports other operational tasks as required.

Consequence of Error/Judgement

This position is responsible for the proactive timely and accurate administration of educational programs that directly impact trainee accreditation hospital staffing and clinical service delivery. Errors in documentation scheduling or credentialing may delay or prevent fellows from commencing their roles resulting in clinical coverage gaps and potential impacts on patient care. Failure to maintain program standards and records could jeopardize accreditation status and compromise the Divisions reputation. Considerable judgment discretion and initiative are required to assess and resolve complex issues with significant problems referred to the Fellowship Director or Division Head.

Supervision Received

Works independently under the direction of the Fellowship Program Directors and the Division Heads. Receives functional guidance from and formally reports to the Program Manager Medical Education.

Supervision Given

May provide guidance orientation or training to temporary support staff work-learn students or junior staff assisting with program administration.

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 ones own

• Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion

Preferred Qualifications

Relevant UBC experience. Computer experience required (Word Excel PowerPoint Outlook preferred). Experience in an academic health care setting is an asset. Effective oral and written communication interpersonal and organizational skills. Ability to type 60 wpm and to operate a normal range of office equipment. Ability to type letters memos and reports often of a specialized nature specific to the field of pediatrics. Ability to take and transcribe minutes. Ability to compose correspondence using concise business English. Ability to work both independently and within a team environment. Ability to exercise tact and discretion in a multicultural environment. Ability to prioritize work and meet deadlines. Ability to maintain accuracy and attention to detail. All positions in the Department of Pediatrics at BC Children s Hospital require a Criminal Record Check (CRC). A pre-employment CRC is required as part of the recruitment process and any offer of employment is contingent pending positive results of the CRC.