Senior Program Assistant, BCY SPH

University of British Columbia•Vancouver, BC

3d•Onsite

About The Position

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 St Paul s Hospital (SPH) and Royal Columbian Hospital (RCH). 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 SPH and RCH 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 administrative offices at 1190 Hornby Street and St Paul’s Hospital, Vancouver, BC, and the Royal Columbian Hospital Medical Education Office in New Westminster, BC.

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

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.

Responsibilities

Performs duties related to supporting the development of the BCYT Program at SPH and RCH in collaboration with the UBC Postgraduate Dean’s Office
Interprets guidelines, policies and procedures pertaining to Resident enquiries of a non-routine and routine nature
Collaborates with the SPH & RCH BCYT Teams to create program policies and procedures, and suggests solutions to problems as required
Prepares materials for seminars and lectures, and other documentation as required
Compiles data for reporting and providing documentation, surveys and reviews
Creates and maintains administrative tools and documents
Plans and coordinates program events including managing a budget, prioritizing, and ensuring preparations are completed
Maintains resident records and personnel files, including database, attendance records, correspondence, and licenses
Coordinates meetings and videoconferencing and attends meetings as required
Assists the SPH & RCH BCYT Senior Program Assistants with planning, complex and significant scheduling, and resource management by preparing schedules, documentation and corresponding with lecturers and preceptors
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
Liaises regularly with Residents, preceptors, facilitators and lecturers to coordinate any changes to their schedules. Maintains resident schedules
Coordinates Resident meetings with RCH & SPH BCYT Program Director
Provides support and troubleshooting for room requests and equipment such as videoconferencing
Coordinates all aspects of regular Academic Half Day lectures
Arranges Sub-Specialty electives for residents as required
Coordinates all aspects of the annual Neonatal Resuscitation Course for the BCYT Residents
Coordinates financial expenses relating to the operation of the SPH & RCH BCYT program, Clinical Bedside and Non-bedside Teaching funds, and Resident Activity Funds. Verifies and tracks preceptor teaching.
Submits and processes teaching payments and resident reimbursements using Workday
Confirms and submits resident requests for stat holiday reimbursement in the Resident Management System (RMS)
Prepares budget proposals for expenses as required
Tracks usage of budgets and funds
Maintains and updates a procedures manual for the position
Trains new staff and temporary staff as required
Provides support to colleagues during absences
Performs other duties as required