Clinician Scholar Program Senior Program Assistant – University of British Columbia

Job Title: Clinician Scholar Program Senior Program Assistant

Location: Canada

Job Description: Staff – UnionJob Category CUPE 2950Job Profile CUPE 2950 Salaried – Sr Program Asst-Med Ed (Gr8)Job Title Clinician Scholar Program Senior Program AssistantDepartment Enhanced Skills Program Administration | Department of Family Practice | Faculty of MedicineCompensation Range $4,739.00 – $5,102.00 CAD MonthlyPosting End Date December 12, 2024Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End DateThis is a part-time (0.4 FTE), ongoing position.NOTE: Only the Full-time Compensation Range is displayed on the job posting details advertised on the UBC Career sites. The actual compensation will pro-rated according to the FTE.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 Clinician Scholar Program (CSP) Senior Program Assistant provides diversified and complex administrative support for the Family Practice (FP) Postgraduate Residency Training Program in Enhanced Skills (ES). This role will be responsible specifically for the Clinician Scholar Program. The primary role of the CSP Senior Program Assistant is to coordinate the resident academic experiences, advise and support the Program Directors/faculty, and oversee operational aspects of the program. The incumbent is given varying degrees of latitude for exercising independent initiative and judgement to develop operational procedures, determine priorities and coordinate program deliverables. The position will entail building a large network of relationships with stakeholders within the Department of Family Practice, provincial and national research groups, other UBC units, and 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 travel may be required for meetings.Organizational Status
Reports to the Enhanced Skills Program Manager and takes direction from the CSP Program Directors. Interacts with: faculty, staff, mentors, residents, as well as the office of Postgraduate Education in the Faculty of Medicine and various health professionals and healthcare organizations, along with research professionals and research organizations.Work Performed
1. Overall Program DeliveryAdministers work flow of the program, designs operational processes, and resolves complex resident and faculty issuesActs as the first point of contact for the program and ensures responsive and timely serviceParticipates in Enhanced Skills program-wide orientation, contributes to orientation packageCoordinates and participates in CSP orientations, creates orientation materialsEnsures residents have access to systems, privileges and facilities as required for their scholarly activityGathers and maintains information on available mentors and academic speakersSupports the Program Directors (PDs) and residents in navigating/interpreting University, Faculty of Medicine, and Postgraduate Education policies; provides recommendations for program specific guidelinesManages resident absences and leave requests in RMS/One45 (i.e. vacation dates, conference leaves, sick days, and leaves of absence)Maintains resident files and tracks academic training record for residents (i.e. leaves, transfers, remediation, part-time training, etc.). Prepares documentation as required including reference letters and verification of training lettersCoordinates and documents CSP Steering Committee meetings as required. This may involve recording, transcribing and distributing minutes and agendas, other duties as requiredAssists with identifying physicians requiring Clinical Faculty appointments and supports the relevant application processAssists Enhanced Skills Program Manager in coordinating program accreditation processes, including coordinating on-site visits and reviews, compiling data for reporting and providing documentation, surveys, and assessments as neededAttend Enhanced Skills RPC Meetings2. Resident SelectionCoordinates CSP selection process, including:Updating application materials for distributionUpdating relevant website informationGathering applications and preparing them for review by CSP Steering CommitteeCommunicating with applicants regarding their application statusCoordinate new resident admissions with PGME Office3. Academic SchedulingCoordinates all aspects of the weekly Academic sessions, including:Preparing yearly meeting/academic day schedulesKeeping and updating the list of guest speakersLiaising with and booking guest speakersCoordinating evaluation of guest speakersCoordinates annual Academic Days (approximately 2/year) and Writing Workshops (approximately 1/year), including:Organizing logistics (Zoom links, distribution of meal cards, etc.)Scheduling guest speakers and faculty advisorsDrafting agendasResponsible for keeping the online scheduling systems (One45) current with resident and mentor data4. Assessment & EvaluationMaintain/updates individual academic records for residents; including tracking and escalating performance or professionalism related issuesEnters, updates and maintains learner rotation information in UBC systems (i.e. One45)Distributes and monitors learner evaluations using UBC systems (i.e. One45)Generates assessment reports for residents which inform program progression (periodic reviews)Communicates with Program Directors regarding program curriculum and evaluation5. FinanceUnderstands and follows UBC, Faculty of Medicine and PGME policies related to payments and reimbursementsProcesses and tracks resident expense reimbursements related to mandatory expenses (i.e. travel, call-back, community and mandatory rotations) processed through the PGME Resident Reimbursement websiteSupports resident expense reimbursements related to Resident Activity Funding, including reviewing supporting documentation for completion, submitting reimbursement requests in Workday, following up with appropriate personnel, tracking and communication RAF allocation balancesResponsible for accurately tracking and data entry on teaching activity for payments6. Resident SupportCommunicates and sends out reminders to residents about weekly meetings, academic days, periodic reviews, scholar presentations, vacation, leaves, monthly check-ins, etc.Coordinate access for residents to various platforms (Entrada, Teams)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 trainingApproves resident requests and responds to inquires in alignment with UBC policy and procedures, must be familiar with the Resident Collective Agreement with the Health AuthorityRequests and sends out completion certificates7. Records ManagementResponsible for maintaining University records associated with the CSP so that information is retained according to university policy and retention schedules and accreditation requirementsRecords, transcribe and/or distribute minutes and agendas for standing and ad hoc meetingsDocuments actions, transactions and correspondence. Saves business records according to established departmental practices and procedures so that information can be located reliably and efficiently. Ensures integrity and accuracy of dataMaintains and distributes up-to-date manuals for both residents and mentorsMaintains all shared documents on collaborating platforms (Microsoft Teams, Entrada)Updates website with documents, scholarly projects, and publicationsMaintains an up-to-date job procedures manual to document practices. Reviews on an annual basisConsequence of Error/JudgementErrors 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.Supervision Received
Works independently under broad direction. The incumbent is expected to be able to take initiative; problem-solve, apply discretion to determine course of action and then follow through independently.Supervision Given
N/AMinimum 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 inclusionPreferred QualificationsPrevious 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.

Company Name: University of British Columbia

Salary: $4739 – 5102 per month

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