Senior Program Assistant, Education

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

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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 Family Practice Postgraduate (FPPG) program at UBC is one of the largest residency training programs in Canada. It is also the most distributed postgraduate program within the Faculty of Medicine; with training sites and clinics located across the province of B.C. The FPPG Senior Program Assistant Education provides diversified administrative assistance in the Central FP team while also supporting its distributed sites.

The primary responsibilities of the Senior Program Assistant Education will be associated with (but not limited to) the following portfolios: Program Evaluation Scholarship Faculty Development and Curriculum. The incumbent is responsible for planning several FPPG courses educational events and supporting core programmatic functions and committees. They will develop processes implement policies/guidelines oversee systems determine workflow establish timelines/priorities and resolves complex issues. The Senior Program Assistant Education is therefore a key resource to staff faculty and residents across the province.

The incumbent will work closely and collaboratively with staff and faculty centrally and in training sites across the province. As such it requires a broad and extensive knowledge of the residency program departmental operations Deans Office (Postgraduate Medical Education - PGME) policies and central UBC protocols. The incumbent is expected to develop effective relationships with a broad stakeholder group from the Health Care industry.

Organizational Status
The Senior Program Assistant reports to the Manager Program and Learning Development. Interacts with: Family Practice faculty staff 400 Residents the Postgraduate Medical Education Deans Office various governing bodies and UBC central services. Collaborates directly with the Portfolio Directors (Family Physicians) for relevant Committees/Program Development.

Work Performed

Across all portfolios

• Establishes timelines and processes for initiatives within each portfolio

• Monitors site compliance with processes guidelines and policy

• Acts as a resource for complex issues and provides information guidance and advice to residents administrators and faculty

• Responsible for efficient and timely communication with stakeholders

• Takes initiative problem-solves determines course of action and responsible for follow-through; ensures deadlines are met

• Collaborates with physician leadership to develop resources tools and documentation to further the portfolio(s) initiatives

• Committee Support:

• • organizes meetings prepares agendas takes minutes and collaborates on related documents

  • ensures key issues are brought forward for discussion and that action items are tracked and monitored

  • collaborates on the implementation of recommendations

• Coordinates attends and supports in-person workshops: responsible for on site logistics such as room booking catering and IT

• Orientates new faculty (across the province) to the initiatives within portfolios provides overview of shared resources

• Oversees communication platforms:

• • Responsible for the maintaining content navigation and access of the intranet system (Entrada); collaborates with physician leads on programmatic resources and educational content

  • Responsible for maintaining and organizing document repositories; manages access for faculty/staff as well as listservs

• Performs other related duties and assists in projects as required including the resident selection process

Program Evaluation

• Participates in the program evaluation strategic plan design implementation and communication

• Maintains the continuous quality improvement (CQI) tracking system for accreditation purposes

• Assists in the development of tools which evaluate program initiatives

• Responsible for the operationalization of the annual resident reports (YES survey) including collaborating on the content timeline data analysis and synthesizing findings into recommendations for leadership

• Responsible for operating survey instruments proficiently to capture complex comprehensive qualitative and quantitative data

• Administers College of Family Physicians of Canada (CFPC) surveys ensuring timely and accurate submission of data

Scholarship

• Oversees the logistics for resident scholarship projects:

• • Determines the timeline for project submission; communicates milestones and requirements to learners sites and faculty

  • Tracks project cycle: requests approvals abstracts and completed projects

  • Maintains the research project repository; confidentially archiving materials

• Provides central administrative leadership for sites in preparing for their scholarship days:

• • Writes the proposal to obtain CPD (Mainpro) accreditation for scholarship events through the UBC Continuing Professional Development offices

  • Communicates the site scholarship budget and acts as a resource for related inquiries

• Coordinates sponsorship from stakeholders such as Divisions of Family Practice or BCCFPC for scholarship activities

• Triages research requests related to accessing our learners or program data

Curriculum

• Supports curriculum mapping to identify gaps in training for accreditation purposes; analyzes data used to develop recommendations for academic changes

• Assists in the development and management of a province-wide Electives Database and selection tool:

• • Collaborates on the selection of the tool/technical solution

  • Collaborates with sites to develop the process for elective data management and sharing

  • Assists with the implementation planning including training staff and residents

  • Responsible for ongoing maintenance and data integrity

• Assists in the development and operations of the Central Academic Half Day curriculum program

• • Collaborates with sites and physician leads to establish curricula and content

  • Assists with the implementation and change management of this initiative

  • Recruits presenters and speakers; collaborates provincially to allocate teaching resources efficiently

  • Responsible for establishing schedules; resolving scheduling conflicts and facilitate changes

  • Coordinates the IT requirements and troubleshoots issues

• Coordinates the Foundation for Medical Practice Education: Practice-Based Learning Program (FMPE-PBLP) module

Faculty Development

• Coordinates preceptor orientation and training sessions for new preceptors

• Collaborates on faculty development workshop design content and logistics

• Develops marketing and promotional material

• Facilitates professional development completion certificates for CPD modules

• Liaises with the PGME Faculty Development office on joint initiatives

Awards

• Responsible for overseeing the learner and faculty awards:

• • Establishes the timeline to for the awards processes

  • Liaises with the Development Office and Enrollment Services to determine awards provided by donors and facilitates the financial processing

  • Collaborates with the Program Director to determine membership of the awards committee

  • Organizes the awards committee meetings and supports work completed by the committee

  • Develops and maintains the process and documentation for adjudication

  • Develops a process for collecting nominations

  • Coordinates with external partners (ex. CFPC) to ensure their award opportunities are socialized within the program

  • Develops communications/promotional material for award opportunities

Financial Processing

• Responsible for processing expense reports supplier invoices requests and tracking expenses

• Generates data for batch payment processing

• Responds to inquiries regarding details and status of remuneration investigates payment irregularities

Consequence of Error/Judgement
The Senior Program Assistant Education is responsible for core academic functions of the residency program from an operational perspective. Ineffective processes and communication can impact the delivery of these functions and learning milestones. Additionally ineffectual operations of these portfolios impact the programs ability to strategically plan and meet accreditation standards. The incumbent will also be exposed to confidential information and is expected to maintain discretion at all times. Accuracy and attention to detail are of highest importance.

Supervision Received
The Senior Program Assistant Education is expected to work independently under limited supervision. Non-routine matters are referred to the Program and Learning Development Manager. Tasks policies processes and objectives will frequently change. Therefore the incumbent must apply discretion to determine the course of action follow up independently and recognize what information is required to make reliable decisions.

Supervision Given
N/A

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 Faculty of Medicine or Post-graduate medical education experience

• An undergraduate degree in a relevant discipline is desirable

• Experience with data analysis and survey design

• Strong interpersonal skills with a dedication to teamwork and collaboration

• Proven ability to communicate effectively

• Excellent organizational skills ability to manage multiple projects simultaneously with keen attention to detail

• Ability to analyze problems synthesize key details and effectively resolve issues

• Must be highly self-motivated and be self-directed with a high degree of initiative

• Must be able to thrive in a fast paced high volume and dynamic environment

• Ability to exercise tact and discretion when dealing with faculty and Residents

• Ability to work flexible hours when assisting with special events

• Ability to effectively use MS Office Suite