Senior Program Assistant, Chilliwack Site - Vancouver, Canada - The University of British Columbia

Description

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.

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

• 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

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.
• 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
• 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
• 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
• 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
• 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.