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Job Description

Background

The Southern Medical Program (SMP) is one of four distributed medical degree undergraduate (MDUP) education programs within The University of British Columbias (UBC) Faculty of Medicine. This innovative distributed program is delivered in partnership with University of Northern British Columbia (UNBC) University of Victoria (UVic) and both UBC Vancouver and Okanagan campuses and in close collaboration with the Interior Health Authority (IH). Students are admitted to each of the four MDUP programs every year: the Island Medical Program (IMP) at UVic the Northern Medical Program (NMP) at UNBC and at UBC the Vancouver Medical Program (VFMP) and the Southern Medical Program (SMP) at UBC Okanagan SMP delivers its education and training at five primary education sites at UBC Okanagan Kelowna General Hospital Vernon Jubilee Hospital Royal Inland Hospital and Kootenay Boundary Regional Hospital in addition to regional and community hospitals community health centers and family physician offices in 30 different communities.

The Postgraduate Medical Education (PGME) program currently provides training to 2 Royal College programs as well as Family Medicine at more than 5 sites in the Interior. There are more than 70 residents situated in the Interior region at any time.

The Faculty of Medicine Centre for Chronic Disease Prevention and Management (CCDPM) ) is also based within the Southern Medical Program within the Reichwald Health Science Centre. The CCDPM serves as a provincial leader for research excellence knowledge translation and exchange in the urgent research field of chronic diseases.

Position Summary

This position provides administrative coordination and oversight of clinical skills delivery for Years 1 and 2 students while completing their mandatory pre-clerkship training. The incumbent working with the Year 1 and 2 Program Manager and Course Directors liaises with faculty physicians nurses medical office assistants staff and students of the Southern Medical Program and with faculty leadership clinicians and administrative staff across all provincial MDUP sites.

Organizational Status

This position reports to the SMP Years 1 and 2 Program Manager and works closely with SMP Site Directors provincial Course Managers provincial and local administrative staff and provincial and local Assessment and Examination Administrators. The incumbent communicates and works independently with SMP medical students clinical faculty instructors tutors medical office assistants and community representatives throughout the Okanagan area.

Work Performed

1. Provides SMP Clinical Skills Coordination and administration:

Works collaboratively with SMP Patient Programs (Volunteer Standardize and Certified Trainers) to ensure patient requirements and session timing specifics are met across the curriculum
Leads the complex coordination of KGH based Inpatient Program sessions with Charge Nurses/Patient Care Coordinators and SMP Patient Programs team members.
Collaborates with Interior Health to coordinate non-UBC Off-site curricular sessions such as: Ophthalmology nasopharyngeal scopes geriatrics and simulation center (SIM lab) sessions.
Organizes tracks and maintains clinical skills equipment at Kelowna Clinical Campus including sourcing and referencing costs for repairs or new equipment.
Accountable for an annual CS consumables and equipment budget up to $50000.
Sources collects and returns Interior Health equipment for use by FoM on a case-by-case session-by-session basis ophthalmoscopes; ultrasound machines
Ensures the well-being of the student by handling sensitive/emotional/illness-related reactions during CS sessions including sudden health issues or session-triggering responses and engaging appropriate support services internally and externally.
Fields student questions and concerns regarding tutors patients schedules assessment personal issues and addresses and/or redirects as necessary to the appropriate person
Coordinates and actively contributes to local SMP Clinical Skills meetings and discussions regarding program delivery and operational impacts of MDUP Years 1& 2 activity at CAC.
Coordinates and tracks completion of Kelowna General Hospital (KGH) Operation Room (OR) Orientation and Scrub training as required for Year 1 & 2 SMP students prior to further experiences within the KGH OR setting. Develops training schedule and recruits KGH OR Nurses for delivery in collaboration with the KGH Nurse OR Team Lead.
Collaborates with SMP and PGME administrative staff and faculty on items impacting the Clinical Academic Campus operations.

2. Provides Provincial Clinical Skills administrative support by:

Serves as lead administrator for the Provincial Clinical Skills Director
Acts as key resource in provincial Clinical Skills Advisory Council Meetings (Faculty Directors and staff); provides information on scheduling and operational delivery issues; capacity and resource challenges; manages material preparation; portfolio tracking; scheduling; zoom booking/distribution; and agendas & minute distribution across 4 MDUP sites within tight timelines
Ensures regular planning meetings for the provincial Clinical Skills Administrative teams (all sites) to prioritize work flows facilitate provincial problem solving and ensure provincially shared sessions are synchronized and finalized. Chairs monthly CS Administrative meetings; develops and distributes scribe rotation schedule
Assists the four MDUP site Program Managers in identifying opportunities for improvements and standardization of administrative processes tools etc.
Coordinates annual provincial distribution of shared director and program coordinator responsibilities for upcoming academic year.
Ensures clinical skills learning objectives and session details with Curricular Management Unit for posting to student learning platform: Entrada
Develops and distributes provincial CS sessional calendar (provincial overview schedules)
Maintains and supports development of CS Project Portfolio to include upcoming projects requiring provincial consideration & collaboration by managers and directors. E.g. Improvement of CS videos; sensitive interviewing faculty development; scheduling software
Coordinates provincial Y1/2 Objective Structured Clinical Examination OSCE orientations and faculty development with all stakeholders (site Program Managers OSCE Operational Manager and CS Directors.

3. Provides Program Coordination and Clinical Skills Curriculum Delivery:
Manages the development and delivery of first- and second-year course schedules timetables learning materials objectives faculty development materials policies and other logistics for distribution to students course directors faculty and preceptors.
Produces gathers and collates learning materials from various sources and ensures they are posted to provincial Learning Management System and/or distributed to learners or preceptors.
Plays a pivotal role in liaising with physicians in the community developing and maintaining positive and productive working relationships with up to 150 clinical faculty.
Acts as first point of contact with new faculty; facilitates communication regarding teaching assignments faculty appointment status payment instructions etc.
Develops tracks and maintains confirmation and communication system for tutors and their teaching assignments. Advises teaching faculty on resources available teaching locations session requirements etc.
Responds to telephone inperson electronic and written enquiries from faculty regarding teaching cancellations and no-shows difficulties with a student payment concerns/remediation resources etc.
Anticipates coordinates and troubleshoots local preceptor recruitment scheduling and optimal student/teacher groupings; troubleshoots preceptor shortages and cancellation issues.
Maintains a thorough understanding of course materials and session requirements to support delivery of learning sessions and in support of the preceptor and Course Directors.
Ensures effective internal and external communications between the local and provincial staff students faculty and preceptors and handles student and faculty enquiries with timely responses while flagging key issues locally or provincially.
Maintains confidential SMP databases and student groups/profiles for information pertaining to physicians health professionals students and faculty.
Manages room bookings; ensures venues are appropriate to learning event.
Manages local and virtual sessions and ensures lecturers are supported for academic program delivery.
Plans and supports faculty development events and student orientation sessions; arranges catering for events per established policies and procedures.
Communicates with community leaders to coordinate and facilitate expanded educational opportunities for students.
Coordinates participates or attends education development or administration committees.
Assists in implementing planning and policy/procedure development related to overall program priorities.
Prepares and distributes agendas provides meeting materials takes and distributes minutes.
Ensures access and provides training or support to faculty and tutors in use of the student/faculty web-based systems.
Assists with travel arrangements for visiting teachers and ensures required travel documentation is provided to SMP Finance Clerk.
Creates and maintains site Standard Operating Procedures (SOP) manual and Records Classification System for local position.

4. Supports Teaching Payments:

Responsible for gathering tracking and data-entering of teaching activity by Faculty of Medicine (FoM) preceptors to ensure accurate and timely payment; in accordance with the payment schedule and as it relates to Faculty of Medicine Compensation Terms.

5. Supports Assessment and Examination Process:

Works with SMP Assessment and Examination Administrator and Teacher Assessment Support Analyst to support the assessment and examination processes for students and preceptors. These processes must strictly follow accreditation standards as set forth by the Liaison Committee for Medical Education (LCME) and UBC Policies and Procedures and includes a comprehensive absence policy.
Participates in Years 1 and 2 written and practical exam invigilation; (or Years 3 and 4 exam invigilation as required).
Maintains and reports accurate tutor/student pairings for both student assessment and teacher assessment processes.
Supports the implementation of a system of appraisal for students and teachers.

Performs other related duties as necessary in keeping with the qualifications and requirements of the job.

Consequence of Error/Judgment

The incumbent works within a highly-integrated and highly dynamic team environment across the provincial program. Standardization and comparability of delivery across all sites is required. Errors in judgment or ineffective communication may lead to damaged internal or external relationships preceptor retention process effectiveness and student learning thus negatively impacting the integrity and effectiveness of the local SMP program and the provincial MDUP program as a whole.

The incumbent deals with highly sensitive confidential information and the impact of error are considerable. Errors could potentially have repercussions for the faculty students Medical School the general public and image of UBC.

Supervision Received

The incumbent reports to the Years 1 and 2 Program Manager. They are expected to work with a minimal level of supervision; this position is the main contact for Year 1&2 clinical skills delivery at the Southern Medical Program.

Supervision Given

Provides direction to the SMP Facilities and Program Assistant regarding Clinical Skills delivery at the SMP. Has input into recruitment and performance reviews of SMP Facilities and Program Assistant and other SMP and provincial MDUP administrative positions supporting Clinical Skills within the MDUP administrative structure.

Education/Work Experience

High school graduation and two (2) years post-secondary education supplemented by relevant administrative training. Over four (4) years experience providing direct high level relevant administrative program support in a university or large complex organization or the equivalent combination of education and experience. Previous experience in an undergraduate medical program or related medical education experience is an asset.

Performance Competencies and Criteria

Ability to take initiative exercise judgement problem-solve apply discretion to determine course of action and follow through independently.
Strong organizational skills and ability to prioritize and accommodate changing workloads.
Ability to work effectively in a dynamic and demanding environment.
Ability to take initiative determine course(s) of action and follow through independently.
Strong interpersonal skills.
Comfortable working within ambiguity invigorated by change often requiring immediate response or action in a high-stakes environment.
Must have excellent problem-solving skills and the ability to navigate in the changing landscape of medical education.
Demonstrated ability to work under pressure to meet constant deadlines.
Ability to multi-task with strong attention to detail and accuracy.
Ability to communicate effectively both verbally and in writing; minute-taking competency.
Ability to exercise high level of tact and discretion project positive image and be diplomatic in stressful situations while maintaining confidentiality in dealing with students and faculty.
Demonstrate project-planning skills to meet deadlines and follow up ensuring deliverables are met.
Advanced user of MS Office Suite (Outlook Word Excel and PowerPoint) web browsers MS Access an asset.
Strong knowledge of file and records classification systems and processes.
Familiarity with SharePoint is an asset.
Comfortable learning new technology
Flexible work hours as required. -This position is occasionally required to work varied hours including operational hours and beyond to lunch hour evenings and weekends in support of unit activities in peak periods
A broad knowledge of university policies and the UBC medical schools curriculum is an asset.
Travel between the Clinical Academic Campus (KGH) and the Reichwald Health Sciences Centre (UBCO) as required.