Clinical Faculty and Operations Coordinator (term)

University of British Columbia•Kelowna, BC

12d•CA$31 - CA$36•Onsite

About The Position

This position plays a crucial role in coordinating operations and maintaining effective working relationships with clinical faculty, staff and administrators in FoM Departments & Schools, as well as Human Resources, and Clinical Faculty Affairs to support medical education in the Interior region. To effectively perform these tasks, this position must be able to clearly communicate with internal and external members, maintain complete and accurate records, and ensure compliance with existing university policies. The program is involved in continuous quality improvement and therefore duties may be added or removed as operational requirements are developed and refined. This position will require an individual who is comfortable in an atmosphere of ambiguity while systems and processes are revised and implemented.

Requirements

High school graduation and two years of post-secondary education.
Over four years of related experience or the equivalent combination of education and experience.
An understanding of the university and/or health authority environments is preferred.
Knowledge of UBC Policies and procedures and familiarity with systems is preferred.
Previous experience in an undergraduate medical program or related medical education experience is an asset.
Willingness to respect diverse perspectives, including perspectives in conflict with one’s own.
Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.
Comfortable working within ambiguity, invigorated by change, often requiring immediate response or action in a high-stakes environment.
Superior skills in verbal and written communication; ability to compose correspondence, reports, and other written materials using clear, concise business English.
Superior knowledge of file and records classification systems and processes.
Comfortable learning new technologies.
Must have intermediate or advanced skills in Microsoft Office programs, including: Word, Excel, PowerPoint and Outlook, as well as Sharepoint, MS Teams and web browsers.
Ability to exercise high level of tact and discretion, project positive image and be diplomatic in stressful situations while maintaining confidentiality in dealing with faculty, staff, and students.
Attention to high level detail required.
Demonstrated ability to prioritize work, multi-task, work under pressure and meet deadlines.
Good understanding of the University institutional initiatives, and administrative policies and procedures.
Ability to work independently, but also function collegially within a close team-working environment.
Ability to work after regular hours and weekends as required.
Ability to travel between RHS and Clinical Academic Campus (CAC) sites as needed.

Nice To Haves

An understanding of the university and/or health authority environments is preferred.
Knowledge of UBC Policies and procedures and familiarity with systems is preferred.
Previous experience in an undergraduate medical program or related medical education experience is an asset.

Responsibilities

Coordinates the appointment, reappointment, and promotions process for Clinical Faculty Appointments (CFA)
Contributes to the development, implementation and maintenance of the SMP on-boarding/off-boarding process for UBC Clinical Faculty and individuals teaching medical education activities in the Interior region.
Ensures all teachers/preceptors in the SMP have the relevant information and Faculty of Medicine contacts and have a confirmed appointment.
Provides front line support and guidance to SMP Program Coordinators, SMP Program Managers and SMP faculty leadership as well as individual clinical faculty members, regarding the interpretation of the Faculty of Medicine Policy on Clinical Faculty Appointments.
Works in collaboration with HR Administrative Assistants as it relates to the processing of all required CFA documentation in their Faculty of Medicine departmental portfolios.
Provides guidance and assistance to SMP Preceptors seeking promotions in conjunction with HR administrative staff for each FoM Department.
Works closely with the SMP Finance Team to determine eligibility for payment according to FoM compensation terms.
Responsible for the extraction of data from SMP clinical faculty database and UBC systems to create reports as requested for use by the Regional Associate Dean (RAD) and SMP Leadership, to assist with ongoing Clinical Faculty recruitment.
Serves as SMP representative on working groups and task forces as required and is the primary contact for Clinical Faculty.
Provides support regarding Clinical Faculty leadership and Education Leads (ex: Discipline Specific Site Leads (DSSLs))
Supports the appointment and reappointment process for clinical faculty members with additional administrative roles in conjunction with HR administrative staff for each FoM department.
Works closely with the SMP Finance Team to ensure all contracts and appointments are processed according to FoM guidelines. Referring complex cases to the Manager, Administration and Operations - Tracks anniversary dates of clinical faculty and faculty leadership appointments in the SMP and bringing renewals and anniversaries to the attention of the Administrative Director.
Ensures SMP Faculty Leaders are aware of their responsibilities with respect to the recruitment process as it relates to Work Permits, accreditation standards and payment eligibility for preceptors.
Ensures Freedom of Information and Protection of Privacy Act (FIPPA) is adhered to in regards to personnel files and other departmental documentation and records.
Works in collaboration with the Vice Dean Education (VDE) office and/or the relevant departments’ administrative contacts to draft and complete documentation for the adjunct appointment and renewal process
Maintains an awareness of physicians involved in the SMP and communicates questions and concerns to the Regional Associate Dean, Interior
Works in collaboration with the relevant departments’ administrative contacts to support and onboard new members to the Administrative Class of licensing, College of Physicians & Surgeons of BC (CPSBC). Liaises directly with potential Admin Class licensees and apprises them of the CPSBC & CMPA (Canadian Medical Protective Organization) requirements. For example, the required documentation, specification details, fees, annual Professional Development (PD) requirements and contact information of individual at the CPSBC. Confirms support from the Regional Associate Dean.
Liaises between individuals and FoM Departments & Dean’s office to support the annual Professional Development (PD) requirements for SMP Admin Class licensees; providing information and options regarding PD opportunities for individuals as required to ensure compliance.
Acts as the liaison between the CPSBC and SMP in matters relating to SMP Admin Class applicants.
Holds required security roles and/or delegate status to initiate and track progress/ completion of transactions, follow up as required and resolves errors within UBC systems (for example: Workday)
Coordinates with hiring managers to support full-cycle staff HR business processes in compliance within the UBC systems and policies.
Supports expense reimbursement processes and travel arrangements as required
Provides training and advises on systems and policies for program staff.
Maintains comprehensive knowledge of relevant platforms, policies and procedures and effectively resolves issues.
Provides backup support for Finance team members as required.
Liaises closely with distributed Faculty of Medicine colleagues to ensure consistency of process with respect to province wide initiatives.
Maintains a thorough knowledge of relevant University Policies and Procedures.
Oversees and maintains the accurate and up-to-date records management system for relevant documentation.
Participates in Objective Structured Clinical Examinations (OSCEs) for Years 1 through 4 of the SMP and invigilating examinations as required.
Provides reception relief at the Reichwald Health Sciences Centre (RHS) as needed
Provides support to the Manager, Administration and Operations on specific projects in alignment with the operational direction of the unit.
Performs other related duties as necessary in keeping with the qualifications and requirements of the job.