Research and Scholarly Activities Assistant - VancouverUBC, Canada - University of British Columbia

Description

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried – Administrative Support 4 (Gr8)

Job Title
Research and Scholarly Activities Assistant

Department
Education Program Support Department of Paediatrics Faculty of Medicine

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

Posting End Date
November 28, 2023

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

Job End Date

This offer is conditional upon successful completion of a Criminal Record Check.

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 Research and Scholarly Activities Assistant supports and maintains the research and scholarly activities of trainees within the UBC Department of Pediatrics. This position tracks and facilitates the research curriculum for learners at the various campuses for Pediatrics in British Columbia and promotes the research endeavors of trainees for the next generation of health researchers. This position will provide administrative support for the trainee's activities involving research projects, quality improvement projects, research course, research competitions, presenting abstracts, Academic Half Days, Rounds and Advances, Journal Club and other scholarly activities. The position also provides administrative support for the Research Director and works with the Resident Research Course Coordinator and Journal Club Coordinator. The Assistant will have excellent organizational and coordination skills and be able to liaise with trainees about their ongoing research projects and other scholarly activities . This position is required to regularly utilize and troubleshoot a wide range of digital platforms that support Program operations, and expected to maintain an advanced level of understanding of their structure. The position also engages with many faculty members and administrative leads to support development of new digital infrastructure and tools to support trainees and Programs. This position will maintain the annual calendar for research and scholarly activities, arrange for evaluation of research and scholarly activities, provide planning and support of research and scholarly events, prepare written correspondence and periodic reports. Performing other related duties will be required from time to time.
Organizational Status

This incumbent reports to the Education Program Manager and also liaises with the Research Director, Associate Head, Education, Residency Program Co­Directors, Senior Manager Education, Research Course Coordinator and Journal Club Coordinator. The Research Assistant is expected to work closely with and provide support of research / scholarly academic activities for medical students and pediatric residents. They will work collaboratively with the Research Head and Research Committee to ensure that the research and scholarly activity components of the program are running smoothly.

The administrative office of UBC Department of Pediatrics is located at BC Children's Hospital in Vancouver. The Department is one of the largest and most complex within the Faculty of Medicine. Programs include the General Pediatric Residency, 18 Pediatric Subspecialty Divisions, the Core Pediatric Year 3 and 4 Clinical Clerkships. There are over 60 Clinical Fellows, several Chief Residents, over 70 Pediatric Residents, and over 300 medical students.

Work Performed

Research Support:

• ­Support effort to maintain relevant databases to ensure tracking of research and quality improvement projects in the department
• Work with Research course leader to develop overall schedule and liaise with the curriculum / Academic Half Day committee on timing for the residents in the research settings. This position will be responsible for entering the data to create and maintain the schedule and will be the point of contact regarding any schedule changes.
• ­Arrange logistics for Research course including room bookings, distributed education bookings, coordinate speakers, handouts and learning resources ahead of time. Track course session attendance.
• ­Prepare and distribute the evaluations of sessions and of the overall course. Ensure feedback goes back to speakers and provide report to the course director. Prepare a brief report at the end of each course for informing future sessions.
• ­Ensure Tri­Coucil Policy Statement and research course completion information goes into residents' portfolio.
• ­Understands the important elements in the resident research curriculum and actively help plan and improve the course from year to year. Be able to trouble shoot if elements of the curriculum are not working well.
• ­Identify on­line modules for residents / fellows who have missed key lectures of the course and track completion of these modules.
• ­Act as a point person for questions around the resident research project, both for mentors and residents, and direct residents to appropriate online / UBC resources and mentors.
• ­Track residents' progress in the research program using the 'Research Passport' tool in the department and other measures that are developed to support residents' progress. Be able to identify when a resident is getting behind on major milestones and work with the Research Director to support residents.
• ­Support residents and their mentor to enhance communication around research projects.
• ­Distribute, collect and summarize evaluation reports.
• Distribute course evaluation in Qualtrics for the September to December Research course
• ­Provide an annual report on the research project process.
• ­Organize the Mini­Grant Competition including announcements, receiving proposals, organizing review, and checking budget's eligibility.
• ­Be aware of awards and grants that residents may qualify for, and support them in applying.

​Scholarly Activities:

• ­Work with residents and faculty leaders to organize Journal Club. Tasks include helping to schedule topic areas, confirm faculty members, logistical support with room bookings, taking attendance, distributing articles and posting information about the Journal.
• Coordinate resident academic half day and simulation sessions. Arrange logistics for room booking, virtual / IT setup, prepare monthly attendance reports, collect feedback for speakers and submit trainee info to the Academic Curriculum Committee
• ­Coordinate evaluations of Journal Club and ensure feedback goes to the residents and into their portfolio.
• ­Coordinate the Department's involvement in Celebrate Research Day, the Western Society of Pediatric Research, Canadian Pediatric Society and other scholarly meetings.
• Coordinate annual bootcamp & orientation for first year residents. Arrange logistics for room booking, virtual setup if required, and administer teaching evaluations.
• ­Provides administrative support to the Summer Course Leader and track resident involvement with the course.
• ­Provides administrative support and logistical oversight over the display rooms at the annual CaRMS Interview Week for the residency program.
• ­Supports the planning and event day activities for the post graduate Orientation Day for residents and fellows.

Administration:

• ­Administrative support to the Research Committee, including logistical duties of room bookings, scheduling meetings, developing agendas, taking minutes, and reminding faculty of action items.
• ­Coordinate process for research awards. Track nominations and support the voting process.
• ­Play a supporting role in various education retreats and activities with other educational staff.
• ­Other administrative tasks and related duties.

Consequence of Error/Judgement
If work or decisions made about the project are incorrect, results are discarded. This position is expected take appropriate care of research data. Inappropriate or careless activity may result in the loss of data as well as key scholarly opportunities for medical students and residents.
Supervision Received
Once trained, responsibilities should be carried out independently and will report weekly to the Education Coordinator. Direction of academic projects will be discussed through a team approach. Scholarly activities must meet Royal College accreditation guidelines.
Supervision Given
Supervises up to and including one (1.0) FTE ongoing, permanent staff member, and/or up to and including five (5) temporary staff, students, and/or volunteers.
Minimum Qualifications

• High School graduation, plus a 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

Administrative experience in medical education or in providing research support strongly preferred. The ideal candidate will have had some exposure to clinical research or basic understanding of general research processes. Ability to work as part of a team on major education events as well as an ability to work independently. Has strong information technology skills for tracking data and using databases. Requires effective oral and written communication skills as well as proven organizational, time management, and interpersonal skills. Familiarity with UBC or other university medical research processes will be an asset.

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