Senior Program Assistant, BCY RCH

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

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This position is 0.80 FTE and is posted for 32 hours per week based on a 40-hour work week before breaks are deducted.

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 Description Summary

The UBC Faculty of Medicine (FoM) 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 select 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 Royal Columbian Hospital (RCH) and 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 RCH and 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 65 residents in this program across the two sites.

All duties and responsibilities are carried out at the Royal Columbian Hospital Medical Education Office in New Westminster BC and the administrative offices at 1190 Hornby Street and St Pauls Hospital Vancouver 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 RCH & SPH BCYT Program Directors.

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 Fraser Health Authority 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 RCH and SPH in collaboration with the UBC Postgraduate Deans Office
2. Interprets guidelines policies and procedures pertaining to Resident enquiries of a non-routine and routine nature
3. Collaborates with the RCH & SPH BCYT Teams to create program policies and procedures and suggests solutions to problems as required
4. Prepares materials for seminars and lectures and other documentation as required
5. Compiles data for reporting and providing documentation surveys and reviews
6. Creates and maintains administrative tools and documents
7. Plans and coordinates program events including managing a budget prioritizing and ensuring preparations are completed
8. Maintains resident records and personnel files including database attendance records correspondence and licenses
9. Coordinates meetings and videoconferencing and attends meetings as required

Scheduling Assessment & Evaluation:
1. Assists the RCH & SPH BCYT Senior Program Assistants 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 new resident information
3. Liaises regularly with Residents preceptors facilitators and lecturers to coordinate any changes to their schedules. Maintains resident schedules
4. Coordinates Resident meetings with RCH & SPH BCYT Program Director
5. Provides support and troubleshooting for room requests and equipment such as videoconferencing
6. Coordinates all aspects of regular Academic Half Day lectures
7. Arranges Sub-Specialty electives for residents as required
8. Coordinates all aspects of the annual Neonatal Resuscitation Course for the BCYT Residents

Finance:
1. Coordinates financial expenses relating to the operation of the RCH & SPH BCYT program Clinical Bedside and Non-bedside Teaching funds and Resident Activity Funds. Verifies and tracks preceptor teaching.
2. Submits and processes teaching payments and resident reimbursements using Workday
3. Confirms and submits resident requests for stat holiday reimbursement in the Resident Management System (RMS)
4. Prepares budget proposals for expenses as required
5. Tracks usage of budgets and funds

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 RCH & SPH BCYT Program Directors 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 BCY Manager on complex issues. Consequences of indiscretion and unprofessional attitude could reflect negatively on the BCYT Program PGME Dean s 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 ones own

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

Preferred Qualifications

Relevant UBC experience preferred. Experience in Postgraduate Medical Education is highly desirable.

Advanced direct experience in long term records management and decision making.
Ability to exercise confidentiality tact and discretion.
Strong ability to manage outlook related electronic platforms (e.g. Doodle polls) PowerPoint SharePoint Excel and Word.

Ability to communicate effectively verbally and in writing.
Ability to compose correspondence reports presentations and other written materials using clear and concise business English.

Ability to maintain accuracy and attention to detail.
Ability to handle large volumes of paperwork during peak periods.
Ability to exercise independent judgment and interpretation of information.
Ability to analyze data and data quality and make reliable decisions.

Prior experience with One45 an asset.
Ability to effectively manage multiple tasks and priorities.
Ability to work under pressure and to meet deadlines.
Ability to respond appropriately to inquiries in person on the phone and in writing; make appropriate referrals.

Ability to work unsupervised and within a team environment.
Ability to work independently demonstrate initiative and use sound judgment.
Ability to work outside of regular hours as required.
Builds rapport and defuses tense situations with people who may be difficult or challenging.
Actively listens and probes for information to clarify requests.
Provides interpretation of a routine to moderately complex nature.
Makes informal demonstrations or presentations in areas of expertise.