Postgraduate Education Coordinator Jobs

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Sr Program Asst-Med Ed (Gr9)

Job Title

Postgraduate Education Coordinator

Department

Post Graduate Program Support | Department of Family Practice | Faculty of Medicine

Compensation Range

$4,815.00 - $5,371.00 CAD Monthly

Posting End Date

June 18, 2023

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

Job End Date

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 Family Practice Postgraduate Education Coordinator provides diversified administrative assistance in the central Family Practice office while also supporting distributed postgraduate training. As such, it requires a broad and extensive knowledge relating to the residency program and departmental operations, nuances at each training site, Dean’s Office (Postgraduate Medical Education - PGME) policies, and central UBC protocol. The incumbent is responsible for the planning and support of several Family Practice Postgraduate Program processes, courses, committees, events and administrative learner management. The Family Practice residency program is the largest postgraduate program within North America. The Education Coordinator therefore plays a key role in supporting and providing direction to administrators, faculty, and residents across the province.

A key component of the Coordinator’s role is to organize the processes, administrative software systems, and committees associated with managing/supporting Residents assessment and performance. This includes providing all aspects of operational and logistical support to the assessment portfolio program wide, including new assessment initiatives and modalities. The incumbent will be required to be familiar with the assessment policies and protocol for Postgraduate Education. To support competency-based learning, this is a high-priority area of the program that will require ongoing development of new processes and procedures to ensure proper document management and record tracking led by the Postgraduate Education Coordinator. Additionally, working within this portfolio requires the management of sensitive and highly confidential materials.

The Education Coordinator is responsible for overseeing resident records. This extends to licensure, UBC registration, remediation, academic records, leaves, graduation, and national exams. Each aspect has nuanced policies which the incumbent will be able to interpret and explain to stakeholders and enforce from an operational perspective. The Education Coordinator will work collaboratively with various governing bodies such as the College of Physicians and Surgeons of British Columbia (CPSBC) and the College of Family Practice of Canada (CFPC) and the PGME Dean’s Office.

The incumbent facilities the appointment/re-appointment process for Faculty with clinical administrative appointments. Working closely with the Departmental Human Resources (HR) department and administrative staff across the province, he/she will track the details associated with faculty positions throughout the year. As this relates to the compensation for a large number of faculty members (200+), the incumbent works with HR, finance and senior administrators with a quality improvement lens to ensure the appointment process is efficient.

This role is also involved in various educational initiatives of the program, such as resident selection and course delivery.

Organizational Status

The Education Coordinator reports to the Family Practice Postgraduate Program Senior Manager(s) and interacts with: Family Practice faculty, staff, 400+ Residents, the Postgraduate Medical Education Dean’s Office, various governing bodies, and UBC central services offices. Works closely with the Program Competency Committee Chair, Assessment and Evaluation Director, Performance Support Team, and Site Assessment Leads.

Work Performed

Across all Portfolios:

• Responsible for efficient and timely communication to site faculty and administrators.
• Monitors site compliance with processes, policy and deadlines.
• Takes initiative, problem-solves, determines course of action, and responsible for follow-through.
• Establishes timelines and processes for the resident assessment and record management. Ensures all deadlines for the various processes are met.

Resident Assessment:

• Coordinates records of all incoming, off-cycle and graduating residents.
• Residents in Difficulty are escalated to the Program Competency Committee (PCC). Provides support to the functions of this committee: meeting support, generates assessment data and reports, prepares assessment outcome documents and ensures timely communication with stakeholders.
• Updates the Resident Management System to ensure remediation/probation information is accurate and current.
• Maintains a system for tracking Residents in difficulty (identifies problems, tracks progress and assists with mechanisms for support).
• Collates final assessment documents with program completion documents to create the final Resident academic record.
• Generates and triages remediation/probation documents.
• Schedules and participates in the weekly Program Support Team (PST) meetings and document updates for follow-up.
• Coordinates the activities, outcomes, and initiatives of the Assessment and Evaluation Subcommittee: provides meeting support and participates in actions/initiatives accordingly.
• Provides overall administrative support for assessment and resident performance: develops and manages workflow.
• Tracks, validates, and triage academic records required for licensing, graduation, and exams by the College of Physicians and Surgeons of BC and the College of Family Physicians of Canada.
• Acts as a resource for sites relating to assessment process and policies and their local competency committees.
• Responsible for the Site Director, preceptors, and residents TRes account creation and management.
• Collaborates with the PGME office, escalates resident performance issues as appropriate, and prepares supporting documentation for the PGME Oversight Committee from Family Practice.
• Configures the practice exams on the Entrada platform system; coordinates exam logistics with all sites and Assessment Faculty.

Faculty Appointments:

• Tracks appointment terms and compensation; works collaboratively with the Finance team to ensure accurate fiscal reporting
• Be familiar with UBC and Departmental faculty appointment/reappointment protocols and policies.
• Communicates with sites to ensure proper documentation for any new faculty or ongoing reappointments.
• Generates appointment letters.
• Works collaboratively within the Department of Family Practice to ensure that faculty appointments are current.

Resident Selection Administration Support:

• Generates reports and analysis relating to applicants and selection results.
• Be familiar with the Resident Selection process (CaRMS - Canadian Resident Matching Services), the Family Practice selection criteria and policies.
• Supports the Senior Managers with interviews, recruitment activities and general support of resident selection.
• Participates in the evaluation of the administrative components of applicants' files.

Other Duties:

• Course and event support: provides operational and logistical support for courses and events: venue coordination, speaker/teacher recruitment, equipment set-up, event schedules.
• Works closely with Program Director for approval of waiver of training requests and verification of residents training records.
• Assists with faculty/supplier reimbursement claims
• Other duties and projects as needed.
• Acts as a back-up and overflow support for all other initiatives in the program.

Consequence of Error/Judgement

The Coordinator is responsible for large quantities of confidential information and is expected to maintain discretion and confidentiality at all times. Accuracy and attention to detail are mandatory as errors relating to resident performance, leaves, and records can have serious implication to a resident’s career and training. Equally important are adherence to deadlines; delays could impeded a resident’s start of training, progression or graduation. Incorrect appointments can lead to subsequent delays and/or incorrect payments to faculty.

Supervision Received

The Coordinator is expected to work independently under limited supervision. Non-routine matters are referred to the Family Practice Postgraduate Senior Managers. The Coordinator works collaboratively with a wide range of internal and external stakeholders and is expected to maintain collegial relations with all contacts.

Supervision Given

The Coordinator supervises and trains students or temporary staff as required during peak times and for special projects.

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.

• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

Preferred Qualifications

An undergraduate degree in a relevant discipline is desirable. Experience in the Faculty of Medicine or Postgraduate Medical education is an asset. Ability to communicate effectively verbally and in writing. Excellent organizational skills. Ability to analyze problems, identify key information and issues, and effectively resolve issues. Ability to effectively use MS Office Suite, MS Teams, Resident Management System, Workday, Entrada. Must be highly self-motivated and be self-directed with a high degree of initiative. Must be able to thrive in a fast-paced, high volume, and dynamic environment. Ability to exercise tact and discretion when dealing with faculty and Residents. Ability to work effectively independently and in a team environment. Ability to maintain accuracy and attention to detail. Ability to work flexible hours when assisting with special events. Experience working with distributed teams an asset.