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Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Sr Program Asst-Med Ed (Gr8)Job TitleSenior Program Assistant, Enhanced SkillsDepartmentEnhanced Skills Program Administration | Department of Family Practice | Faculty of MedicineCompensation Range$4,601.00 - $4,953.00 CAD MonthlyPosting End DateJuly 26, 2023Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End DateNOTE: This is a part-time (0.5 FTE) position.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 SummaryThe Senior Program Assistant provides diversified and complex administrative support for the Family Practice (FP) Postgraduate Residency Training Program in Enhanced Skills (ES). The Senior Program Assistant is responsible for assisting with support of the Category 1 Emergency Medicine Program, along with providing support with rural placements for all Category 1 programs where it is applicable. The incumbent is given varying degrees of latitude for exercising independent initiative and judgement to develop operational procedures, determine priorities and coordinate program deliverables. As the Program Assistant is involved in several diverse programs, the breadth of procedural and academic knowledge required is significant. Additionally, the variety of programs will entail building a large network of relationships with stakeholders within the Health Authorities, Hospital Departments, UBC units, the Central Enhanced Skills and Postgraduate Offices. The Enhanced Skills programs and its Program Directors are based in different locations across the Lower Mainland and may be required to travel for meetings.

Organizational StatusReports to the Program Director of the Enhanced Skills Programs and the Enhanced Skills Coordinator. Collaborates closely with the team of Enhanced Skills Program Assistants and Program Directors. Interacts with: faculty, staff, preceptors, residents, as well as the office of Postgraduate Education in the Faculty of Medicine and various health professionals and healthcare organizations.

Work Performed[1] Emergency Medicine Program Support – Regional & Rural Sites:As a team, works with the current Sr. Program Assistant for Emergency Medicine to the support the program in the following ways: (a) Academic Curriculum and SessionsIn relation to site-specific Academic Curriculum (Kamloops, Nanaimo, Prince George):

• Develops the academic session schedule, topics and events in collaboration with the SD and Program Leads; sessions vary in style and delivery (procedural skills workshops, scholarly/research projects, simulation labs, didactic sessions, practice exams, journal club etc.)
• Coordinates academic sessions with other residency programs to share teaching resources
• 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
• Organizes academic presentations to Family Practice residents
• Liaises w/ FP admin at each site to coordinate EM resident presentations to FP R1/R2s
• Assist with tracking of academic projects

• Responsible for coordinating resident schedules and ensuring learners are provisioned with adequate clinical experiences to meet program requirements
  • requires collaboration and frequent communication with various hospitals and departments
  • ensure 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
• Responsible for keeping the online scheduling systems (one45 and CPMS) current with resident and preceptor data

• Generates assessment reports for residents which inform program progression (periodic reviews)
• Supports the Competency Committee meetings
• Disseminates and tracks completion of rotation/seminar/preceptor evaluations by the residents; create year end evaluation reports which are reviewed by PD/SDs

• Tracks and submits didactic teaching payments
• Monitors spending of UBC Resident Activity Fund; processes reimbursements
• Tracks Clinical Faculty Teaching payment and provides reports to the ES Central Office

• Responsible for updating the Resident Management System to accurately reflect resident records; approves leaves, eligibility for working statutory holidays, and make academic record adjustments to determine length of training.
• Approves resident requests and responds to inquires in alignment with UBC policy and procedures, must be familiar with the Resident Collective Agreement with the Health Authority

• Liaises with communities to confirm availability for rural placements each year.
• Communicates with residents regarding their preference for rural placements.
• Assists residents in coordinating housing in rural placements.
• Provides orientation info to preceptors and residents in relation to rural placements.
• Liaises with appropriate administrative support in health authorities to assure computer/hospital systems access and ID during rural placements.

• Planning for and executing the interview event (rooms, catering, interviewers, scoring documentation etc).

• Errors in monitoring the budget and processing financial transactions may lead to delayed payment to clinical faculty and residents or funding shortfall for the programs
• 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 inefficiency of operation or unmet deadlines.

• 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

• Previous medical education experience helpful. Experience with online platforms and Microsoft Office suite.
• Knowledge of AV, web conferencing and video conferencing equipment technology an asset.
• Uses initiative, interpretation, and/or ingenuity to develop, implement, and evaluate innovative procedures, practices, standards, specifications, services, or projects
• Ability to work effectively in a dynamic, demanding and distributed educational environment.
• Excellent professional judgment.
• Strong interpersonal skills with effective verbal and written communication skills.
• Must have excellent problem-solving skills, and the ability to be flexible to navigate in the changing landscape of medical education.
• Demonstrates planning abilities to meet deadlines and to follow up, ensuring deliverables are met.
• Ability to multitask with attention to detail.

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