Adult Rheumatology Residency Program Assistant

Job title: Adult Rheumatology Residency Program Assistant

Job description: Staff – Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried – Sr Program Asst-Med Ed (Gr8)

Job Title Adult Rheumatology Residency Program Assistant

Department Division of Rheumatology | Department of Medicine | Faculty of Medicine

Compensation Range $4,601.00 – $4,953.00 CAD Monthly

Posting End Date November 15, 2023

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

Job End Date Nov 26, 2026

This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

This is a part-time (80% FTE) position.

Job Summary

The Adult Rheumatology Residency Program Assistant is responsible for the operational coordination of the rheumatology postgraduate medical education (PGME) program at UBC; as well as for internal medicine residents, residents from other programs, and medical students doing rheumatology rotations at UBC. The incumbent will be responsible for program operations in accordance with University and Department of Medicine policies and procedures and will consult with the Program Director and the UBC Division Head, as needed.

Organizational Status

Reports to the Postgraduate Medical Education Program Director (for PGME related matters), the Head of the UBC Division of Rheumatology (for matters related to non-rheumatology resident rotations) and to the Director of Administration for the Department of Medicine, but works independently with wide latitude. Interacts with Rheumatology division members, the Department of Medicine Administration Office, UBC Finance, and the Postgraduate Dean’s Office.

Work Performed

Rheumatology Postgraduate Medical Education (PGME) Program:

– Participates in policy development and implementation related to the subspecialty residency program, education, and the delivery of program curriculum. Coordinates the initiatives of the residency program.

– Responsible for ensuring subspecialty resident education in the Division of Rheumatology meets Royal College criteria including reviewing the education needs and requirements, including CBME updates and refreshers, and ensuring all phases of the program match or exceed Faculty of Medicine and national accreditation standards.

– Assists in adapting policies and implementing procedures in accordance with evolving Royal College standards including educational objectives and procedures

– Works with the Residency Program Committee and Postgraduate Program Director to review and implement curriculum changes, such as the selection of speakers or the change of delivery format.

– Assists in the planning and organization of the rotations and delivery of the program curriculum, including CBME. Assigns residents to preceptors for clinical teaching activities. Works with the Program Director to resolve any unusual resident-related issues, and identify systems and procedures to improve the efficiency of the program.

– Assists the Postgraduate Program Director to review evaluation criteria for effectiveness of teaching. Implements evaluation strategies and coordinates education evaluation activities

– Coordinates the resident recruitment/interview process for the program. Advises applicants on program requirements, policies, and deadlines.

– Reviews and updates, as required, resident orientation materials. Provides new residents with an orientation to the program, Division, and Vancouver.

-Responsible for distributing to faculty evaluation reports of their teaching and alerting the Program Director and UBC Division Head of low performance evaluations on an ongoing basis.

– Informs residents on appropriates systems for vacation requests and schedule related changes (i.e. One45 WebEval System), keeps track of vacation time used, and verifies that proper procedures and policies are followed.

– Assists in the writing of reports for the Royal College Accreditation Review and is responsible for coordinating the Royal College on-site survey and visit and any internal reviews.

– Attends Residency Program Committee meetings, writes the first draft of minutes, and follows up on action items.

– Supports Competence Committee with preparation and distribution of materials for meetings, attending meetings as needed, and supporting completion of action items.

– Performs other duties as required.

Other Residents and Medical Students Rheumatology Rotations:

– Coordinates the applications and scheduling of rheumatology rotations for other trainees (e.g. Physical Medicine & Rehabilitation. pediatric rheumatology, and neurology residents who have mandatory rotations in rheumatology; elective rotations for internal medicine residents and medical students).

– Provides residents and students with an orientation to the program and Division.

– Directs non UBC residents and students to the appropriate resources and key individuals, working in close collaboration with the VGH and SPH Division administrators, as required, for trainees to obtain necessary access to hospitals, facilities, IT system, etc… for patient care and education.

– Coordinates applications and performs necessary administrative duties for postgraduate subspecialty fellowship applications (i.e. specialized training after rheumatology subspecialty) and out of country applications.

Consequence of Error/Judgement

This position is expected to exercise considerable judgment. Requires a high level of organization skills to fulfill responsibilities, to balance priorities, and ensure workflow. Communications are sensitive and confidential, and demand excellent communication and interpersonal skills, and absolute integrity. Exercises personal initiative and judgment to assess and respond to issues and resolve administrative problems. Must be able to ascertain and interpret guidelines and policy from other departments such as Finance for the efficient implementation of policies and procedures.

Supervision Received

Reports to the Postgraduate Program Director and Director of Administration for the Department of Medicine and indirectly to the Head of the UBC Division of Rheumatology, except for duties non-related to Rheumatology PGME for which the UBC Division Head is the direct report. The incumbent is expected to be able to work independently and with good judgment, consulting with supervisors on issues of a non-routine nature, complex issues.

Supervision Given

None

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.

Preferred Qualifications

Knowledge of University administrative processes. Ability to work independently, organize and manage numerous diverse projects. Computer skills required in MS Office Suite of software, particularly, Word, PowerPoint and Excel, in addition to CanAMS, Entrada, OneDrive, calendar and survey tools.

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