- Provides day-to-day administrative support to the Orthopaedics Education Programs, specifically as it relates to educational experiences offered at UBC VA Ortho sites
- Communicates all rotation arrangements with visiting trainees at UBC VA Ortho site (including fellows, visiting residents & all med students), arranges all computer access/photo ID, organizes the orientation schedule, catering, and books the appropriate room(s) for educational activities
- Gather and submit VA Clinical/Research Fellow Agreement packages to VCH Medical Affairs
- Assists with coordinating and communicating the call schedules for VGH Trauma, VGH Recon and VGH Spine as necessary
- Entering and maintaining the Call schedule on document or spreadsheet, as well as on the MOCAP system for VA Ortho
- Circulates and updates VA OR shared Locker info
- Developing and maintaining a clear and comprehensive Standard Operating Procedures Document
- Applies for MSP numbers for incoming VA Ortho fellows, as necessary
- Works closely with the Senior Education Assistant to maintain the Orthopaedic trainee holiday and leave calendar for VGH Recon, VGH Trauma and VGH Spine rotations, and enters record on appropriate platform. Sends requests to rotation schedulers, tracks approvals and distributes decisions to relevant groups
- Manages own workload to ensure that tasks are completed ahead of time to ensure that minimal coverage is needed when taking vacation or leave
- Works closely with health authority colleagues and site administrators across the province to respond to resident requests for building access, photo ID, transcription numbers, remote access, network logins, parking passes, prescription privileges, and patient information systems training and access
- Performs other duties, as required
- Knowledge of UBC policies and procedures preferred
- Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English
- Ability to maintain accuracy and attention to detail
- Ability to anticipate problems and issues and plan ahead
- Ability to effectively use Outlook, Word, Excel and PowerPoint at an intermediate level
- Ability to take and transcribe accurate meeting minutes
- Ability to prioritize and work effectively under pressure to meet deadlines
- Ability to deal with a diversity of people in a calm, courteous, and effective manner
- Ability to work effectively independently and in a team environment
- Ability to communicate effectively verbally and in writing
- Ability to exercise tact and discretion
- Ability to make thoughtful, informed, and thorough decisions
- Ability to determine the nature and urgency of inquiries and issues, and triage appropriately
- Ability to work additional hours occasionally in evenings and early mornings, and rarely on weekends, as required
Program Assistant - VancouverUBC, Canada - University of British Columbia
Description
Staff – Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried – Program Assistant 1 (Gr3)
Job Title
Program Assistant
Department
Education Support Department of Orthopaedics Faculty of Medicine
Compensation Range
$4,085.00 – $4,190.00 CAD Monthly
Posting End Date
November 21, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Oct 29, 2024
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 position at 0.5 FTE (2.5 days per week).
Please submit a cover letter as part of your application .
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 Program Assistant provides complex administrative assistance to the Department of Orthopaedics, University of British Columbia as related to the different Education programs in the Department. In this role, the Program Assistant provides administrative support in accordance with the policies and procedures of UBC, Vancouver Coastal Health and the Ministry of Health (MOH) guidelines and accreditation standards. The Program Assistant will support the delivery of the Department of Orthopaedics education programs, specifically at VCH locations.
On site presence required.
Organizational Status
The UBC Department of Orthopaedics has an international reputation for excellence in teaching, research and patient care. Our mission is to create knowledge, advance learning, and improve musculoskeletal health for the community at the provincial, national, and international levels. The Department consists of seven clinical divisions and a division of Orthopaedic research, and is comprised of 200+ academic and clinical faculty who choose to contribute large blocks of their time to advance knowledge in the areas of clinical Orthopaedics, musculoskeletal science as well as applied biomedical engineering and related basic science areas. This focus allows the Department to be at the forefront of exciting new developments in the areas of minimally invasive joint replacement, improved bone healing, advanced techniques in spinal surgery, innovative arthroscopic techniques, and improved biomaterials and implants.
The Program Assistant reports to the Education Programs Manager. The incumbent will also take direction from the Admin Manager, the PGME Coordinator and will work closely with distributed site and hospital administrative personnel, as well as faculty and staff within the Faculty of Medicine. The incumbent will collaborate with other UBC staff and faculty members and interact with health authority employees, residents, students, fellows, Program Chairs or academic representatives in the Department, Residency Program Site Directors, Discipline Specific Site Leaders, External Program Directors, Associate Deans – Postgraduate Medical Education, College of Physicians & Surgeons of BC, Royal College of Physicians and Surgeons of Canada, and others to support the Department.
Work Performed
Postgraduate Medical Education
Consequence of Error/Judgement
The Program Assistant is expected to exercise considerable judgment and initiative in the planning, and delivery of education programs and communications within the Department of Orthopaedics. Errors could impede the delivery of education and training to students and residents and negatively impact the experience of students, residents, and faculty resulting in damage to the Department of Orthopaedics reputation and its accreditation status. Inaccurate records and a lack of thoroughness in managing assessments and scheduling may result in inappropriate decisions about Student Promotions and faculty teaching and loss of valuable physician time and training opportunities.
Supervision Received
This position works independently under the broad direction of the Education Programs Manager, Admin Manager and the PGME Program Coordinator. Refers complex, unusual, and recurring problems to the Education Programs Manager or Admin Manager for guidance. Recommends solutions and implements upon approval.
Supervision Given
None.
Minimum Qualifications
High School graduation, plus one year of post-secondary education, plus three 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
Experience: Experience with one45, Qualtrics, and the Teacher Tracking Payment systems an asset.
Knowledge, Skills & Abilities:
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