Provincial Internal Medicine Program Manager

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 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 position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

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 Provincial Internal Medicine (IM) Program Manager is responsible for the strategic direction of the IM Residency Training Program. The IM Residency Training Program is the largest of the 17 PGME residency training program within the UBC Department of Medicine. The IM Residency Training Program currently consists of over 200 trainees in various stages of training throughout the province of British Columbia. Each year the IM Residency Training Program receives 59 new Ministry of Health funded positions (600 applications) across three training sites (Vancouver Victoria and the Fraser Health Region) which the Provincial IM Program Manager oversees. The IM Residency Training Program is one of the largest in the Faculty of Medicine and has expanded to many non-tertiary sites within the province of BC. The Provincial IM Program Manager interacts on a regular basis with the site-specific service leads at all active and proposed sites for IM resident teaching (currently 29 active sites).

This position provides educational and administrative leadership to and is responsible for managing a broad range of functions resources and systems with accountability for staffing policy and process development and management training rotation capacity management logistics and strategic planning for the IM Residency Training Program.

The Provincial IM Program Manager oversees continuous program improvement aligned with accreditation standards in addition to the overall delivery of the IM Residency Training Program across the province of British Columbia.

The Provincial IM Program Manager provides administrative direction to the Provincial Program Director site-based Assistant Program Directors faculty residents and designated staff. Responsible for the development and implementation of strategic plans to identify and implement innovative improvements to the curriculum and delivery of the IM Residency Training Program. Advises the Department Head Associate Head of Education Provincial Program Director and hospital service leads on relevant PGME policies related to the University hospitals and Ministry of Health. Oversees the application and recruitment procedures of all resident appointments in the IM Residency Training Program across the province of BC by ensuring the three different program sites are following the same standards in the CaRMS process. Develops and ensures provincial administrative systems are maintained to support and facilitate the various activities of the IM Postgraduate Training Program and continuously seeks out and implements best practices. Advises on all remedial situations including resident appeals and dismissals working closely with the Provincial Program Director. Monitors and oversees the provincial budget in conjunction with the Senior Education Manager. Manages ongoing rotation capacity issues requiring a strong network of contacts across the province to negotiate problem solve and evaluate quality of the newly developed addition the Provincial IM Program Manager will provide coverage for the Undergraduate Education Program as needed.

The Provincial IM Program Manager is responsible for overseeing and ensuring development of Community Programs at the distributed sites as well as development of Rural Community Rotations throughout the province. This position will also lead with the assistance of the Provincial Program Director the identification and integration of innovative curriculum improvements in accordance with accreditation standards.

Organizational Status
The Provincial IM Program Manager reports directly to the Senior Education Manager and takes work direction from the Provincial Program Director of Postgraduate Education Associate Head of Education and Head Department of Medicine.

Work Performed

Postgraduate Medical Education

• Creates develops assesses leads and maintains a strategic plan to identify develop and implement innovative procedures and improvements to the IM Postgraduate curriculum and administration across the province.
• Regular travel to the distributed sites to provide in person support and direction and ensure consistent application of policies and procedures.
• Manages the leadup and launch of new programs in new distributed sites (expecting Kamloops in 2027 and Prince George in 2029). Collaborates with site leadership to advise on site resourcing needs and where program infrastructure is needed. Provides direct support to the site-based Assistant Program Directors and the Growth and Distribution Lead in sustainment and eventually steady state of a new site. This includes budgeting support assessing resource needs program description on the CaRMS website identify rotations in hospital and community settings ensuring accreditation standards are met helping them to establish site specific programs and procedures particularly to start with CaRMS.
• Networks with the faculty and site-specific administration across the province of BC to continuously source out new rotation offerings as demanded for Internal Medicine elective increases within the core program subspecialty programs and external programs including the development and implementation of community programs throughout the province of BC.
• Ensures for the CaRMS annual application/interview /selection process is consistent and standardized across all three sites. Oversees the organization of 400 interviews. This includes providing guidelines regarding the suitability of file reviewers EDI training creating interview structure recruiting interviewers developing an evaluation rubric as needed.
• Responsible for the VTRs annual application/interview /selection process for the Vancouver site. Oversees the orientation and onboarding of these trainees.
• Acts as the first point of contact for the HEABC and RDBC contracts providing information to faculty and residents as needed.
• Maintains a running list of all rotations/sites available across the province for IM residents.

• Responsible for planning organizing and the delivery of the following provincial academic events:

• Bootcamp
• IMG Orientation
• R4 Orientation

• Reviews the final written documentation for Royal College On-Site Accreditation Survey and oversees the onsite survey.
• Ensures adherence to PGME policy of evaluation of resident and service training experience for continuous quality improvement of the program. This should be reviewed at each RTC for each site and escalated to RPC as needed.
• Responsible for all documentation related to residents in difficulty and advises site-based and provincial program directors as required. Acts as an information source regarding program related issues including creation of remediation contracts return of services contracts and advising site-based and provincial Program Directors of any unusual resident-related issues. Provides guidance to the site-based and provincial Program Directors and faculty based on PGME policy.
• Manages the administration of several committees and subcommittees including annual review of Terms of references. Also acts as an active attendee and member on the relevant committees.

Administration

• Conducts workload needs assessments in conjunction with site leads and site administrators to ensure appropriate staffing and optimal use of resources at training sites in collaboration with site-specific managers.
• Provides guidance on budgets including forecasts allocating expenditures and resolving discrepancies for all curriculum events the Resident Training Fund and the Global Health account. Ensure sites are compliant with current financial policies including the recording and payment for teaching activities.
• Develops and implements policy and procedure to support the delivery of Global Health in conjunction with the faculty lead.
• Responsible for hiring training evaluating managing disciplining and terminating staff.
• Responsible for problem-solving staff issues/conflicts at the Vancouver site including staff workload and issues beyond the normal scope of staff responsibilities.
• Controls costs of administrative expenditures within the Vancouver site.
• Designs creates and maintains a Programmatic SharePoint file sharing site in keeping with UBC File Retention policy and schedule.
• Onboarding new staff and faculty for provincial UBC sites/applications (eg. Workday One45 Entrada RMS etc).
• Performs other duties as required.

Consequence of Error/Judgement
As one of the largest education programs in the Faculty of Medicine the success of the Department of Medicines Education Office is essential for meeting the identified needs of the Internal Medicine Residency Training Program and the provincial health care sector. The position must exercise considerable judgment and initiative in decision making including resolving issues not clearly covered by established guidelines. Errors could result in loss of valuable physician time productivity inadequate planning for key activities and compromise program integrity and growth. A high level of confidentiality and security is required in dealing with student concerns faculty evaluation and development and storage of examinations. Errors in judgment will impact faculty development reputation and program quality. Poor planning could result in failure to meet program objectives. The individual will be required to work independently and will need to exercise judgment in the development of relationships program development and management. The position is responsible for the smooth operation of the Internal Medicine Residency Training Program from overall operations to the province-wide development of long-range strategic plans to advance the Departments overall education mission.

Supervision Received
Works independently exercising significant discretionary judgment and tact. Reports directly to the Senior Education Manager. Take work direction from the Provincial Program Director of the Postgraduate Education Program and Head Department of Medicine and Associate Head of Education.

Supervision Given
Directly manages one Manager (M&P) and provides supervisory support for 8 staff across the province of BC. Provides direction and guidance to support all Internal Medicine Residency Training Program sites across the province of BC and also provides work direction to staff. Acts as an information and directional resource to 17 divisional educational program staff in certain aspects of the Internal Medicine Residency Training Program rotations as required.

Minimum Qualifications
Masters degree in Education. Minimum of six years of related experience or the 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

Masters degree in Education. Minimum of six years experience or the equivalent combination of education and experience. Experience with managing operating budgets including forecasting allocating expenditures and resolving financial discrepancies. Experience in a senior administrative role particularly in an academic environment preferred. Experience as a manager working in a union environment an asset. Ability to lead and sustain change by creating a vision and taking appropriate action to ensure acceptance and support. Ability to foster the long-term learning and development of staff through coaching managing performance and mentoring. Ability to develop and implement strategic business plans. Ability to identify obtain and effectively manage organizational resources. Ability to communicate effectively verbally and in writing. Ability to approach interactions with an awareness of sensitive issues. Ability to provide quality service to customers in a courteous patient manner. Ability to develop and maintain cooperative and productive working relationships. Ability to work effectively independently and in a team environment. Ability to analyze problems identify key information and issues and effectively resolve. Ability to analyze and interpret data determine implications and provide recommendations. Effective interpersonal analytical and organizational skills. Ability to prioritize urgency of inquiries and issues and triage appropriately. Ability to exercise sound judgment. Ability to effectively use job-specific software at an advanced level. Ability to work flexible/extended hours to accommodate meetings and other events. Ability to travel to distributed sites.