Program Coordinator – North Okanagan (Vernon) Site

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Educational Programming, Level A

Job Title

Program Coordinator – North Okanagan (Vernon) Site

Department

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

Compensation Range

$4,341.17 - $6,253.75 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

August 3, 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.

NOTE: This is a part-time salaried (80% FTE) ongoing 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 Summary

This position provides diversified administrative management in the Faculty of Medicine’s Department of Family Practice, Postgraduate Residency Program at the North Okanagan site. The training program is located in the Vernon Jubilee Hospital on the traditional unceded territory of Okanagan Indian Band, Splatsin, Vernon & District Métis Association. The North Okanagan (Vernon) site is one of many Family Practice training sites across British Columbia. By the start of the 2023-2024 academic year, the Family Practice program will have 22 programs. As such, the Program Coordinator position requires a broad and extensive knowledge of the organization and operation of the Family Practice (FP) Postgrad (PG) Program, Interior Health Authority, and the University of British Columbia.

The incumbent works with UBC Family Practice Central Postgraduate Program Office, and Site Faculty at the North Okanagan (Vernon) Site to provide organizational support in the areas of Curriculum Development, Faculty Development, Assessment and Evaluation, Behavioural Medicine and Scholarship/Research. The Program Coordinator, in partnership with the Site Director (an MD) provides key leadership to ensure that program delivery at the site is successful. Additionally, the Program Coordinator provides guidance and support for resident learners.

The incumbent works with a high degree of independence and is given varying degrees of latitude for exercising professional judgement. This role requires extensive initiative in developing processes and implementing Program, Postgraduate, and University policies at a local level. This role requires a solid understanding of UBC financial and Faculty of Medicine procedures. Additionally, they will work closely with administrative and clinical staff in the Southern Medical Program, Interior Health Authority, and the Divisions of Family Practice.

Organizational Status

Reports to the Senior Manager(s), Family Practice Residency Program in the Department of Family Practice and the North Okanagan Site Director; takes direction from the PGME Manager Interior regarding regional priorities and initiatives across PGME programs. Works closely with the Site Faculty, liaises between Health Authority, hospital departments, Faculty of Medicine (FoM) administrative staff (MDUP and PGME), health professionals in the community, residents and community members of the Okanagan Indian Band, Splatsin, Vernon & District Métis Association.

Work Performed

Educational Planning and Site Operations:

• Administratively manages residents in difficulty (leaves, accommodations etc.). Requires extensive knowledge of CFPC and PGME policies. Liaises with stakeholders across the faculty and university units.
• Manages the resident’s training schedule by coordinating with FoM administrative staff (MDUP and PGME) and clinical faculty, specialty departments, community health providers and medical organizations. Works with the Site Director to identify learning gaps/pressure and troubleshoots accordingly. Responsible for the data integrity and accurate configuration of the scheduling system.
• Responsible for communicating, interpreting, and implementing policies to learners and faculty, including the Resident Doctors of BC collective agreement.
• Responsible for academic records: tracks and approves resident progression/promotion, leaves, academic difficulty, adjustments to training duration in the web-based RMS system.
• Organizes and participates in site committee meetings. Key input is required at the Site Education Committee and Competency Committee meetings where decisions related to resident
• Identifies resident performance issues and escalates to Site Director.
• Participates in strategic planning and program development related to resident education at the North Okanagan (Vernon) training site. Supports overall priorities, goal, and initiatives. Responsible for operational implementation.
• Coordinates curriculum and assessment delivery in collaboration with Site Faculty. Manages all logistics and scheduling related to academic teaching, procedural workshops/courses, simulation activity, research days, hospital rounds and exams

progress and performance is determined.

• Works collaboratively with MDUP administrative staff to optimize shared learning and teaching opportunities and ensure smooth integration of schedules.
• Ensures resident and preceptor assessment along with rotation evaluations are distributed and completed according to assessment and evaluations policies.
• Participates in resident selection and recruitment event associated with CaRMS
• Participates in ad-hoc projects and continuous quality improvement initiatives as required.
• Works with the Site Director and FoM administrative staff (MDUP and PGME) to recruit and appoint clinical and academic teachers. Liaises with FP Department to facilitate clinical faculty appointments.
• Plans events such as faculty development sessions, graduation and resident retreats
• Participates in accreditation activities and contributes to documentation provided to the Central Program Office and the College of Family Physicians of Canada.
• Facilitates incoming resident orientation and is responsible for the organization of onboarding activities such as hospital access, privileges, call rooms, and accommodation.

Finance Administration:

• Responsible for tracking, validating, and submitting requisitions for academic and clinical teaching payments
• Advises residents and Faculty on UBC reimbursement policies and procedures.
• Manages the site operational funding; responsible for creating a budget, forecast and tracking spending.
• Manages resident activity funds; develops a budget this funding as well as approves resident expenses paid through the Dean’s office and through the FP residency program.
• Reconciles accounts at academic and fiscal year end
• Provides recommendations on strategic spending and funding allocations to the Site Director according to UBC financial and postgraduate program policies.

Consequence of Error/Judgement

Errors in monitoring the budget and financial transactions may lead to a budget shortfall and deficit and a loss of funds. In the handling of confidential and delicate matters and communications, tact, diplomacy and excellent interpersonal skills are key to positive outcomes. Error in judgment or ineffective communication may lead to inefficiency of operation or unmet deadlines. Such errors will reflect negatively on the program and could potentially lead to the withdrawal of teaching services, or impact the educational experience of the residents.

Supervision Received

The incumbent is expected to work with a minimal level of supervision. The incumbent must be able to take initiative; problem-solve, apply discretion to determine course of action and then follow through independently.

Supervision Given

The position may supervise administration assistants in which case would be responsible for hiring,

discipline, evaluation and termination.

Minimum Qualifications

University degree in a relevant discipline. Minimum of two years of related experience, or the 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

Experience in office management and administration in a healthcare, medical education environment, post-secondary education, or large institution preferred. Good understanding of the Hospital and Health Authority's administrative processes and functioning preferred. Must have excellent computer skills and extensive knowledge of the MS Office suite. Solid knowledge of database principles and functionality. Working knowledge of accounting concepts and principles. Excellent interpersonal skills including tact, diplomacy and conflict management techniques in dealing with a variety of professional situations. Ability to work effectively and respectfully with interprofessional groups and co-workers. Strong organizational ability, and ability to give and receive feedback and direction, as well as work independently with frequent changes in workload. Flexible to ensure deadlines are accommodated. Excellent oral and written communication skills. Ability to initiate projects and communicate work plans and timelines. Effective problem-solving skills. Proven ability to take initiative and thrive in a past paced, changing environment.