Sr Program Assistant, RCH – Basic Clinical Year

Job title: Sr Program Assistant, RCH – Basic Clinical Year

Job description: Staff – Union

Job Category CUPE 2950

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

Job Title Sr Program Assistant, RCH – Basic Clinical Year

Department Basic Clinical Year| Postgraduate Operations Support | Medical Postgraduate | Faculty of Medicine

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

Posting End Date November 16, 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.

This position is 0.5 FTE (approx. 2.5 days per week).

Job Description Summary

The UBC Faculty of Medicine, through its Office of Postgraduate Medical Education (PGME), provides postgraduate medical training in 74 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 2015 the number of residents has grown from 1250 to 1450 in 2023. Residents in 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 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 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 36 residents in this program.

All duties and responsibilities are carried out at the Royal Columbia Hospital in New Westminster, BC.

Organizational Status

This position reports directly to the Basic Clinical Year (BCY) Manager, and is expected to work independently with minimal guidance. The incumbent will also receive direction from the RCH BCYT Program Director.

This position works closely with Program Directors, Program Managers, Program Coordinators, Program Assistants, as well as preceptors for both the Royal College and Family Practice Medicine programs. This position also interacts with outside agencies such as Fraser Health Authority and The College of Physicians and Surgeons of British Columbia. This position deals with sensitive, restricted, confidential matters and consults with the Postgraduate Manager on complex issues.

Work Performed

Administrative:

1. Performs duties related to supporting the development of the BCYT Program at RCH in collaboration with the UBC Postgraduate Dean s Office

2. Interprets guidelines, policies and procedures pertaining to Residents enquiries of a non-routine and routine nature

3. Provides updates on resident issues or problems to the BCY Manager, suggesting solutions to problems as required

4. Collaborates with the RCH BCYT team to create program policies and procedures

5. Prepares materials for seminars and lectures, and other documentation as required

6. Assists BCY Manager to prepare for Accreditation review. This may include compiling data for reporting and providing documentation, surveys and reviews

7. Creates and maintains administrative tools and documents, such as RCH BCYT Program Handbook

8. Plans and coordinates annual BCYT Program events (e.g. orientation and farewell) including managing a budget, prioritizing, and ensuring the preparations are completed

9. Prepares notifications to services ensuring residents are freed of all clinical obligations during periods of mandatory program educational events and courses

10. Maintains resident records and personnel files in the Resident Management System (RMS), including database, attendance records, correspondence, and licenses

11. Coordinates meetings and videoconferencing and attends meetings as required

Scheduling, Assessment and Evaluation:

12. Identifies low performance resident evaluations and alerts BCY Manager and RCH BCYT Program Director

Scheduling:

13. Assists the RCH BCYT Program Director with planning, complex and significant scheduling, and resource management by preparing schedules, documentation and corresponding with lecturers and preceptors

14. 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 all new resident information

15. Liaises regularly with Residents, preceptors, facilitators and lecturers to coordinate any changes to their schedules. Maintains resident schedules

16. Coordinates Resident meetings with RCH BCYT Program Director

17. Provides support and troubleshooting for room requests and equipment such as videoconferencing

18. Coordinates all aspects of the Academic Half Day lectures that occur weekly

19. Arranges Sub-Specialty electives for BCYT as required

20. Coordinates all aspects of the annual Neonatal Resuscitation Course for the BCYT Residents

Finance:

21. Coordinates financial expenses relating to the operation of the RCH BCYT program, Clinical Bedside and Non-bedside Teaching funds, and Resident Activity Funds. Verifies and tracks preceptor teaching

22. Submits and processes teaching payments and resident reimbursements using Workday

23. Prepares budget proposals for expenses as required. Tracks usage of budgets and funds.

24. Confirms and submits resident requests for stat holiday reimbursement in the Resident Management System (RMS)

Other Duties:

25. Maintains and updates a procedures manual for the position

26. Trains new staff and temporary staff as required

27. Provides support to colleagues during absences

28. Performs other duties as required

Consequence of Error/Judgement

The Senior Program Assistant is expected to exercise professional judgment and extreme discretion when dealing with issues surrounding the BCYT Program and PGME office. Errors in judgment or ineffective communication will compromise the effectiveness and efficiency of the BCYT Program. The Senior Program Assistant, in coordination with the RCH BCYT Program Director, is responsible for the day-to-day administration of the BCYT program. The BCYT training schedules are extremely detailed and errors in scheduling could have considerable impact on Resident s learning, faculty, and Resident satisfaction. It is important that residents are given accurate information regarding their program; mistakes can have a long-term impact on their training and certification. The position must work with tact, discretion, and confidentiality concerning resident records and personal information. The Senior Program Assistant is expected to exercise tact and discretion when responding to inquiries from external agencies and individuals and is expected to consult with the Postgraduate Manager on complex issues. Consequences of indiscretion and unprofessional attitude could reflect negatively on the BCYT Program, PGME Dean s Office, the Faculty of Medicine, and the University.

Supervision Received

This position reports directly to the Basic Clinical Year (BCY) Manager.

Supervision Given

Is not required to supervise; may explain work procedures to new or inexperienced staff

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

Experience in Postgraduate Medical Education is highly desirable. Prior experience with One45 an asset. Ability to exercise confidentiality, tact and discretion. Ability to accurately maintain Outlook calendars, and schedule appropriate appointments. Ability to communicate effectively verbally and in writing. Highly effective interpersonal and organizational skills. Ability to deal with a diverse group of people in a calm, courteous and effective manner. Flexibility and can-do attitude. Ability to develop and maintain cooperative and productive working relationships. Ability to work independently and demonstrate initiative. Ability to take and transcribe minutes, or other dictated materials. Ability to maintain accuracy and attention to detail. Ability to handle large volumes of paperwork during peak periods. Ability to effectively use at an intermediate to advanced level MS Office Suite (Word, Excel, PowerPoint), MS Outlook, and SharePoint. Ability to exercise independent judgment and interpretation of information. Ability to effectively manage multiple tasks and priorities. Able to work under pressure in a fast paced, high volume environment with critical deadlines. Ability to respond appropriately to inquiries in person, on the phone, and in writing; make appropriate referrals. Ability to work independently and in a team environment.

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