Senior Program Assistant, Chilliwack Site

Job title: Senior Program Assistant, Chilliwack Site

Job description: Staff – Union

Job Category CUPE 2950

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

Job Title Senior Program Assistant, Chilliwack Site

Department Chilliwack Site Postgraduate Program | Department of Family Practice | Faculty of Medicine

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

Posting End Date December 8, 2023

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

Job End Date

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.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

The Senior Program Assistant provides diversified and complex administrative support for the Family Practice (FPPG) Postgraduate Program at the Chilliwack Site. The incumbent is responsible for core operational functions of the FPPG program at the site: they will coordinate the resident academic and clinical experiences, implement procedures and processes, facilitate Site Director/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.

NOTE: This is a part-time salaried (60% FTE) ongoing position and the salary indicated above will be further prorated accordingly.

Hybrid Work Arrangement: At present, a minimum of one day per week is required to work at the Chilliwack Hospital education office (subject to change based on operational needs).

Organizational Status

Reports to the Chilliwack Site Coordinator (SC) in the Family Practice Postgraduate Program. Takes direction from the Site Director and Site Faculty. Collaborates closely with the Central FPPG team. Interacts with: preceptors, residents, various healthcare professionals and organizations, along with the office of Postgraduate Medical Education in the Faculty of Medicine.

Work Performed

Program Delivery:

Administers work flow and designs operational processes

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 Training 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 and scholarship events.

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 Chilliwack intranet site (Entrada)

Acts as a liaison between the Central FPPG office, Chilliwack Site stakeholders, clinical departments and residents

Prepares meeting materials and provides additional meeting/workshop support as needed

Other duties as required

Clinical Scheduling:

– Develops, maintains and distributes resident schedules; facilitates the placement of electives:

Requires collaboration and frequent communication with various clinics, hospitals, and departments to establish capacity and secure placements

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 and preceptor data

Facilitates and monitor clinical faculty appointments to ensure preceptors are approved to teach.

Academic Curriculum and Sessions:

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

Finance:

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 FPPG Central Office

Assessment & Evaluation:

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

Resident Support:

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 as orientation, scholar days, and graduation

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

Resident Selection:

Organizes recruitment sessions with potential applicants

Collaborates on the creation 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

Consequence of Error/Judgement

Errors in monitoring and processing financial transactions may lead to delayed payment to clinical faculty and residents or funding shortfall for the site.

With respect to the handling of confidential and delicate matters, inappropriate action may result in breaches of confidence and/or would negatively reflect on the program and could potentially lead to the withdrawal of a teaching site.

Error in judgment or ineffective communication may lead to loss of educational opportunities, clinical shortages, or even patient safety issues.

Supervision Received

Works independently under broad direction from the Chilliwack Site Coordinator (SC). The incumbent is expected to be able to take initiative, problem-solve, and apply discretion to determine course of action and then follow through independently.

Supervision Given

Trains and supports new FPPG Program Assistants from various sites and health authorities. Oversees the work of temporary staff and work learn students.

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.

– 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

Preferred Qualifications

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.

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