Senior Program Assistant, (Prince George, Northern Rural, & Rural Immersion)

University of British Columbia•Prince George, BC

5d•CA$4,739 - CA$5,102•Hybrid

About The Position

The Senior Program Assistant (PA) provides diversified and complex administrative and operational support to the Site Directors and Site Coordinator for the Prince George, Northern Rural, & Rural Immersion Family Practice (FPPG) Postgraduate Program. The Senior Program Assistant will be responsible for understanding the clinical and community nuances of each training site. They will participate in the delivery of the Prince George, Northern Rural and Rural Immersion residency training programs. Occasional travel to the northern rural communities might be involved on an as-needed basis. Role requires flexibility to assist with special events outside of normal working hours. The incumbent is responsible for core operational functions of the FPPG program at the site. The Senior PA will coordinate the resident academic and clinical experiences, implement procedures and processes, facilitate Site Director/FP Preceptor/ Community Site Leads/Site Faculty initiatives, and advise learners. The incumbent is given varying degrees of latitude for exercising independent initiative and judgement to develop operational procedures, determine priorities, and coordinate program deliverables. Senior Program Assistants in the FPPG program are required to have an extensive understanding of programmatic, site, and Faculty of Medicine (FOM) policies and procedures. Additionally, incumbents will develop a large network of relationships with stakeholders within the Health Authorities, Hospital Departments, UBC units, and Postgraduate Offices. The Sr Program Assistant will assist in creating connections with several northern rural communities.

Requirements

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 one’s own
Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Nice To Haves

Previous medical education or post-secondary administrative experience an asset.
Experience with working in a collaborative, team environment.
Excellent organizational skills including setting priorities and managing multiple tasks is a requirement.
Proven experience in dealing with a diversity of people in a calm, courteous, and effective manner.
Familiarity with MS Office Suite required and must be comfortable with navigating a variety of administrative web based systems.
Role requires flexibility to assist with special events outside of normal working hours.
Must have excellent problem-solving skills, and the ability to navigate in the changing landscape of medical education.
Ability to take initiative, determine course of action and then follow through independently.
Ability to communicate effectively, both verbally and in writing.
Works independently and productively in a hybrid and distributed work environment.

Responsibilities

Administers work flow and designs operational processes in consultation with the Rural Immersion/Prince George/Northern Rural Site Director and Site Coordinator
Responds to complex inquiries and triages dynamic, sensitive, and confidential issues in varying domains such as resident performance, preceptor issues, financial concerns and other elements of program delivery
Supports the Site Directors (SD) and residents in navigating/interpreting University, Faculty of Medicine, and Postgraduate Education policies; provides recommendations for site specific guidelines
Organizes and supports the Site Resident Education Committee; in collaboration with the SC, ensures key issues are brought forward for discussion
Organizes and facilitates educational functions such as orientation, practice exams, procedural skills workshops, simulation sessions, scholarship events, and other curricular activities as needed.
Organizes faculty development and behavioral medicine sessions in collaboration with Site Faculty.
Supports the accreditation processes by identifying areas of risk and providing recommendations to the SC and SD; contributes to accreditation documentation; coordinates logistical aspects of accreditation visits
Responsible for maintaining current policy and curricular information on the Rural Immersion, Prince George, & Northern Rural intranet site (Entrada)
Acts as a liaison between the Prince George-based FPPG team, Central FPPG office, Training Site stakeholders, clinical departments, and residents
Arranges for pagers, computer access and building access cards for residents in collaboration with the Prince George FPPG staff and the Reginal Program Assistants (east/west)
Provides cross-coverage for the Fort St. John and Terrace sites
Prepares meeting materials and provides additional meeting/workshop support as needed: scheduling, booking rooms, coordinating catering, generating/circulating agenda and preparing minutes
In collaboration with the SD, SC, and Regional Program Assistants, develops the master schedule for residents and facilitates selective/elective placements.
Frequently communicates with various clinics, hospitals, and departments to establish capacity and secure specialty placements
Provides regular communication to residents, FP preceptors, specialists, community site leads, and faculty regarding educational functions, meetings, and rotations in collaboration with the Prince George FPPG team.
Ensures preceptors and hospital administrators are aware of the protected academic sessions and resident time off
Plans specialized schedules for residents with accommodations or unique learning plans
Triages scheduling issues on behalf of the preceptor and residents
Posts rotation learning objectives online for residents; ensures documents remain up to date
Responsible for keeping the online scheduling systems (One45 and CPMS) current with resident, preceptor and rotation data
Facilitates and monitors clinical faculty appointments to ensure preceptors are approved to teach.
Develops the academic schedule, topics, and events in collaboration with the SC and SD; sessions vary in style and delivery (procedural skills workshops, scholarly/research projects, simulation labs, didactic sessions, journal club etc.)
Responsible for recruitment and scheduling of presenters
Distributes objectives and cases and all supporting documentation to residents and presenters
Responsible for securing rooms and video conferencing options as well as troubleshooting issues during the delivery of the session
Coordinates academic sessions with other FPPG sites to share teaching resources
Maintains an in-depth knowledge of the financial policies and procedures in relation to the FPPG program, with emphasis on resident reimbursement, teaching payments and faculty reimbursements
Tracks and submits academic teaching payments
Monitors spending of the Resident Activity Fund: approves and processes reimbursements, instructs residents and faculty on the parameters of use for the Resident Activity Funds
Approves and triages resident reimbursements paid by PGME; drafts communication pertaining to PGME reimbursement policies
Tracks and calculates clinical teaching payments and provides detailed reports to the SC and FPPG Central Office
Oversees the resident clinical ‘checklist’ process which tracks the procedures/cases required for training. Escalates gaps in learning to SD and arranges rotations outside the resident’s base community
Maintain/updates individual academic records for residents; including tracking and escalating performance or professionalism related issues
Monitors assessment and evaluation of Residents through the online system; responsible for disseminating assessment forms in a timely manner.
Schedules periodic reviews (resident progression) and generates assessment reports to support these meetings
Coordinates and supports the Site Level Competency Committee meetings
Disseminates and tracks completion of teacher assessment and rotation evaluations; creates year end evaluation reports which are reviewed by SD
Responsible for approving and updating resident records in the Resident Management System relating to academic promotion, vacation, and sick leave/absences
Liaises with the credentialing and licensing bodies to provide information on resident academic standing, recommendations for writing the CFPC exam, and completion of training
Participates in the planning and execution of site events such a graduation and resident retreats
Responds to inquires in alignment with the Resident Doctors of BC Collective Agreement
Liaises with health authority partners to arrange patient system records access, training and hospital access
Aids in the securing of housing for residents
Participates in the community placement process of residents to their home training site
Organizes recruitment sessions with potential applicants
Collaborates on the creation of promotional material and social media content to market the site
Engages with community partners to create opportunities to attract future doctors to the site
Participates in the development of resident selection criteria and scoring at the site level