Program Assistant AFC Thrombosis Fellowship Training Program

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

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Please note this position is 0.2 FTE equivalent to 7 hours per week. This position is a one (1) year term position with the possibility of renewal. The salary will be pro-rated to $862.8 per month.

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
Our newly created UBC Area of Focused Practice (AFC) Thrombosis Program is a one-year subspecialty training program for post-graduate medical trainees with certification in Internal Medicine or Emergency Medicine starting in July 2024. 1-2 trainees will be enrolled in the program at any given time.

The Program Administrator will be responsible for all administrative tasks of the AFC program and provision of administrative support to the Program Director.

Organizational Status
Works directly for and is supervised by the Program Director. Activities require interaction with faculty affiliates residents university and hospital staff research staff fellows and medical students community health professionals industry PGME office and the Royal College of Physicians and Surgeons of Canada (RCPSC).

Work Performed
- Coordinates the yearly applicant selection process by handling application material ensuring completeness of applicant files corresponding with applicants to arrange interviews and liaising with selection committee members.

-Coordinates formal enrollment of new fellows into the training program and payment of AFC enrollment fees through collaboration with the UBC PGME office.

-Facilitates onboarding and credentialling of newly enrolled fellows by ensuring they have completed all relevant enrollment requirements per UBC PGME acquired hospital/EMR access at all training sites and have received relevant orientation documentation.

-Facilitates onboarding of internationally-sponsored (Visa) medical trainees by coordinating with the UBC PGME and sponsoring agency to ensure all relevant documentation and immigration forms are completed prior start of training.

-Prepares and coordinates clinical/rotation schedules for each fellow prior to the start of the academic year through collaboration with the Program Director and educational site leads.

- Distributes monthly end-of block evaluations to fellows and attendings via One45 software ensures timely completion of evaluations and maintains related records.

-Schedules and attends quarterly AFC Program Committee and Competency Committee meetings maintains meeting minutes and promptly distributes the minutes to relevant stakeholders.

-Schedules quarterly performance meetings between each Fellow and the Program Director.

-Attends UBC AFC Program Directors meetings whenever the Program Director is unavailable (at most 4-6 times per year).

-Schedules and attends a yearly program retreat/meeting for all trainees and faculty in the program.

-Assists the fellow with application for AFC Diploma near completion of training and collaborates with PGME and the RCPSC as needed for acquisition of the Diploma.

- Completes and maintains documentation as required by the RCPSC.

- Updates information for regular Royal College program reviews.

Consequence of Error/Judgement
The complex situation of working with a newly developed AFC training program requires exceptional judgment and communication skills. As this is a newly developed training program we anticipate some degree of troubleshooting and continuous quality improvement especially during the first 1-2 years of the program.

It is expected that the Program Administrator will carry the competencies to complete work tasks independently. Work is reviewed by the Program Director who is a busy clinician and is involved in many academic activities. Timely and accurate decisions may need to be made independently by the program assistant in order to facilitate work progress in all program related matters. Because of the complex work environment errors can affect numerous services and individuals.

Supervision Received
Works independently and reports to the Program Director.

Supervision Given
No supervision given.

Minimum Qualifications
High School graduation plus one year of post-secondary education plus three 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

-Experience in administration of a post-graduate clinical training program (preferably within UBC).

-Experience working with/collaborating with a Post-Graduate Deans Office

-Understanding of the function/structure of post-graduate training programs.

-Previous experience working with medical residents/fellows and physicians.

-Competent in the use and application of One45 evaluation software.

-Ability to exercise good judgment and discretion based on understanding of Divisional University Hospital and PARBC policies.

-Training in secretarial skills and medical office practices and terminology.

-Experience and knowledge of Zoom Microsoft Word Excel Power-point (familiarity only) and the internet are essential as well as comfort with learning new computer skills.

-Strong verbal and written communication skills

-Ability to adapt quickly to an ever changing environment and flexibility.