Senior Program Assistant, BCY RCH

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

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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 UBC Faculty of Medicine (FoM), 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 (Royal Columbian Hospital or St. Paul s 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 UBC Medical Education Office in Royal Columbian Hospital, New Westminister, BC

Organizational Status
 

This position reports directly to the Basic Clinical Year Manager, and is expected to work independently under broad guidance. 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 Providence Health Care and The College of Physicians and Surgeons of British Columbia. This position deals with sensitive, restricted, confidential matters and consults with the Basic Clinical Year 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 Resident enquiries of a non-routine and routine nature
3. Collaborates with the RCH BCYT Team to create program policies and procedures, and suggests solutions to problems as required. Provides updates on resident issues or problems to the RCH BCYT Team
4. Prepares materials for seminars and lectures, and other documentation as required
5. Compiles data for reporting and providing documentation, surveys and reviews. Assists RCH BCYT Team in preparing for Accreditation reviews.
6. Creates and maintains administrative tools and documents, such as the RCH BCYT Program Handbook
7. Plans and coordinates annual BCYT Program events (e.g. orientation and farewell) including managing a budget, prioritizing, and ensuring preparations are completed
8. Maintains resident records and personnel files in the Resident Management System (RMS), including database, attendance records, correspondence, and licenses
9. Coordinates meetings and videoconferencing and attends meetings as required

Scheduling, Assessment & Evaluation:
1. Assists the RCH BCYT Team with planning, complex and significant scheduling, and resource management by preparing schedules, documentation and corresponding with lecturers and preceptors
2. 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

3. Identifies low performance resident evaluations and alerts RCH BCYT Team.
3. Liaises regularly with Residents, preceptors, facilitators and lecturers to coordinate any changes to their schedules. Maintains resident schedules
4. Coordinates Resident meetings with RCH BCYT Program Director
5. Provides support and troubleshooting for room requests and equipment such as videoconferencing
6. Coordinates all aspects of regular Academic Half Day lectures
7. Arranges Sub-Specialty electives for residents as required
8. Coordinates all aspects of the annual Neonatal Resuscitation Course for the BCYT Residents

Finance:
1. 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.
2. Submits and processes teaching payments and resident reimbursements using Workday
3. Confirms and submits resident requests for stat holiday reimbursement in the Resident Management System (RMS)
4. Prepares budget proposals for expenses as required
5. Tracks usage of budgets and funds

Other Duties:
1. Maintains and updates a procedures manual for the position
2. Trains new staff and temporary staff as required
3. Provides support to colleagues during absences
4. 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 Basic Clinical Year 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 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.

- 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

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.