Senior Program Assistant Medical Education

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Sr Program Asst-Med Ed (Gr8)

Job Title

Senior Program Assistant Medical Education

Department

Administrative Management | Department of Pathology and Laboratory Medicine | Faculty of Medicine

Compensation Range

$4,601.00 - $4,953.00 CAD Monthly

Posting End Date

August 5, 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, this positions requires successful verification of full vaccination against Covid-19 provided prior to the start date, as required by the provincial health mandate.

The anticipated start date for this position is September 5, 2023 and is an ongoing position.

In your application please include (1) a cover letter, and (2) a CV or resume.

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 Department of Pathology and Laboratory Medicine is one of the larger departments in the Faculty of Medicine (FoM) with over 700 department members including full time and clinical faculty, academic visitors, fellows, student employees and staff in varying job families and classifications, in addition to volunteers and others working in clinical and research environments. Funding within the Department, supporting positions and activities, is a mix of operating funds, clinical alternative payment program funds, significant research grant funding, endowments, education program funding as well as external partnership funding.

The Senior Program Assistant is responsible for supporting the Department of Pathology & Laboratory Medicine Undergraduate program, by providing front line support to medical students, faculty and UBC / hospital staff pertaining to undergraduate medical education, the residency program and the fellowship program. In addition, the incumbent is responsible for supporting and providing administrative, and logistical and support for the department, including event coordination, committee support, website updating and vacation support to the Department’s Executive Assistant position. The incumbent is also responsible for supporting the Residency Program Manager with resident and fellow administration, as well as support for the Medical Microbiology Path722 course co-ordination.

The incumbent is given varying degrees of latitude for exercising independent initiative and judgement in developing methods, scheduling priorities and coordinating and maintaining office routines. The incumbent reports directly to the Director of Administration and the Residency Program Manager and communicates regularly with academic and administrative staff, as well as other UBC departments and external vendors and suppliers. The position is located in the department’s administrative offices housed on the DHCC building at VGH.

Organizational Status

As a member of the Pathology and Laboratory Medicine administrative team, this position reports to the Director of Administration and Residency Program Manager and works independently. Work direction for new projects and initiatives is provided by the Director of Administration and the Residency Program Manager.

The incumbent will liaise with internal UBC units as well as BC Health Authorities and external organizations.

This position will be required to work flexible hours and days to meet operational requirements. May be required to travel.

Work Performed

Support for Pathology Medical Undergraduate Program year 4 Electives

• Organizes, prepares and updates the scheduling for the Department of Pathology & Laboratory Medicine Undergraduate Medical Education Program (Year 3 & 4) student rotations, placements, examinations, academic days, evaluations, student promotions, accreditation reviews, etc. across VFMP; assists with UGE exam invigilation as required by the UGME Dean's Office
• Provides administrative support to the UG Program Director in program related activities to ensure the smooth running of the PATH MDUG programs

Undergraduate Education Year 4

• Implements and coordinates processes for evaluation of MD YR 4 undergraduate students
• Sends student feedback evaluations and thank you letters via One-45 to UBC Preceptors annually;
• Keeps abreast of program procedures and processes by attending inter-departmental Undergraduate Program Assistants’ meetings.
• Inputs revisions to the Year 4 Elective schedule which includes, confirming capacity, objectives and distributing to appropriate parties
• Responds to Year 4 UBC and visiting student requests and inquiries
• Collects via One-45 student marks and submits to the Promotions Committee
• Distributes student assignments and notifies any changes/updates ongoing to appropriate parties
• Sends confirmation/welcome emails to students specific to each division which includes reporting instructions/CST training, policies regarding call schedule and Identification
• Approves, inputs and updates UBC and visiting student elective assignments cross referencing One-45

TTP Activity Tracker

• Add teaching data into TTP (Teaching, Tracking and Payment) for both years 1 & 2 pathology CPCs, year 4 electives and for the residency program teaching
• Liaison with the program manager when the clinical faculty are not in the TTP database for updating
• Tracks activities through Teaching Tracking Payment system (TTPS) ensuring correct service provider, activity and event information is captured and submitted, creates new activity tracks using standardized activity, event information, and service providers, edits returned activity track(s) for remediation;

Support for Pathology Medical Undergraduate CPC Sessions (Years 1 & 2)

• Tracks the instructors who teach in CPC sessions by: Entering the responses into the database created in Access to track teaching;
• Tracks which students sign up for each session; sends out reminder emails to instructors and Pathology Med UG Program Director when there is not enough responses, books the meeting rooms, corresponds with instructors and students about the sessions, put signage on the room and arrange for the specimens to be present in the room.
• Organize the student groups, assigning students to different groups.
• Books instructors for the Years 1 & 2 CPC sessions; notifies the anatomical pathologists (AP) and general pathologists (GP) about the dates, times and topics for small group Clinical Pathology Conferences (CPC);

Residency Program Support:

• Assists with the coordination of the CaRMS interviews;
• Tracks One45 resident evaluations and follows up on outstanding evaluations;
• Troubleshoots Entrada and One45 issues as required,
• Assists with residency events such as the Residency Graduate Dinner, Orientation & PALS session;
• Attends PGME & Pathology and Laboratory Medicine Residency Program meetings as necessary.
• Follows up on EPA evaluations in Entrada;
• Provides coverage for the Residency Program manager and the Residency Program Assistant as necessary;

Paediatric and Perinatal Pathology AFC Fellowship Program

• Communicates with the UBC and PHSA human resource and payroll departments to make sure the fellow is getting paid and through the correct cost centres/worktags;
• Coordinates the Royal College 2-year AFC program review, response to the review and future reviews;
• Ensures the program is compliant with the policies and tracks which policies are up for review;
• Distributes One45 evaluation forms for the fellow on a quarterly basis;
• Arranges interviews for the fellowship and documents the outcomes of the interviews;
• Manages the fellow’s training portfolios and evaluations; provides administration of the fellowship research and educational fund at BC’s Children’s Hospital Foundation.
• Provides the necessary information to the UBC Department of Pathology and Laboratory Medicine Human Resources, the UBC Postgraduate Medical Education Office and the BC College of Physicians and Surgeons that ensure the fellow has an appointment with UBC and has an educational license in British Columbia; answers applicants’ questions about the program, and provides the faculty lead with each applicant and potential applicants information packages;
• Takes attendance and minutes at quarterly program committee meetings and tracks and follows up on action items from the meetings;
• Provides administrative assistance to the paediatric pathology AFC Program Director;
• Organizes the fellowship graduation certificate and ceremony for the fellow at the end of the training;

Event Coordination

• Assists with the planning and execution of departmental functions and events such as Pathology Day; Pathology Residency Graduate Dinner
• Coordinates the various events by arranging meetings, pre-circulating the meeting materials, taking minutes at meetings, establishing the zoom links for rounds liaising with the various planning committees;
• Prepare and disseminate lecture notices
• Organize the weekly Pathology and Laboratory Medicine Provincial Rounds.
• Prepares and sends official invitation letter and reimbursement information/forms to visiting speakers, collects lecture topics, abbreviated CV and presentations in advance of event and shares the required information with the planning committees and with the department members;

Path 722 co-ordination

• Coordinates the teaching schedule for PATH 722.
• Ensures clinical faculty are scheduled for each session by confirming the faculty members’ availability, updating the teaching schedule, arranging for room booking and zoom links and communicating the schedule to the clinical coordinators, the residents and the clinical faculty who are teaching in each lecture.

General & Committee support and Obtaining VCH identification for UBC Employees

• Organizes and supports departmental committees including the REDI committee, Pathology and Laboratory Medicine Weekly Rounds Committee, and Faculty Search Committees.
• Exercises tact and discretion in prioritizing requests for complex and sensitive situations
• Coordinates travel arrangements for Visiting speakers and recruitment candidates
• Prepares complex reimbursement of travel expenses
• Obtains VCH identification for UBC staff who require access to VCH buildings.
• Assists in the development of electronic information support systems including email distribution lists, membership lists and online records administrative systems.
• Establishes team share sites within the Department to centralize critical information on administration, finance, human resources, facilities, education and projects.
• Communicate, on behalf of the Department Head, the Residency Program Manager and the Director of Administration, Committee Chairs and academic representatives, other departments and hospital administration as appropriate.
• Determines which matters require urgent attention and responds appropriately or refers to the Department Head, Director of Administration and/or the Residency Program Manager as necessary
• Required to decline or redirect requests diplomatically and persuasively in complex and sensitive situations in dealing with members of the Department, University, and Health Authority officials, donors, students and the general public, while keeping the respective leader informed as appropriate.
• Ensures consistent document management processes, ensuring Terms of Reference, operating policies and procedures are maintained and updated as needed.
• Makes appropriate arrangements for room bookings, zoom links, travel, catering, videoconferencing connection; takes minutes and meeting notes as required
• Adapts appropriately to changing requirements and needs in regard to scheduling details.
• Responds to e-mail, telephone and in-person inquiries from Department members, Faculty of Medicine, other UBC units, health authorities and the general public, either general or complex in nature
• Prepares and distributes agendas, minutes and other meeting materials

Back-Up Support for Executive Assistant

• Assist with booking meetings with the Department Head and responding to correspondence.
• Obtain Vice Chair of Research or Department Head signatures on research documents
• Provide vacation and sick leave coverage for the Department’s Executive Assistant.

Consequence of Error/Judgement

The incumbent must exercise considerable judgment and requires a high level of organizational skills to fulfill responsibilities, balance priorities, and ensure workflows are efficient and timely. The incumbent deals with communications which are sensitive and confidential in nature and demand excellent communication and interpersonal skills, integrity, and confidentiality. They need to demonstrate initiative and sound judgment to assess and respond to issues and resolve administrative problems. The incumbent must be able to ascertain and interpret guidelines and policies for the efficient implementation of policies and procedures.

Supervision Received

This position reports to both the Director of Administration and the Residency Program Manager.

Responsibilities and duties are carried out under limited supervision. Performs duties independently, consulting with the respective Program Director, Chair, Manager or Director as appropriate with reference to complex/sensitive problems

Supervision Given

None. May allocate work to and train Work Learn students and temporary staff as needed, or provide orientation to new staff.

Minimum Qualifications

High School graduation, plus a 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

• Demonstrated experience with web-based communication tools.
• Ability to exercise leadership, a high degree of judgement, tact, discretion and initiative in all areas of responsibility.
• Highly effective analytical, oral and written communication, organizational, problem-solving, conflict resolution, and interpersonal skills.
• Ability to analyze and interpret data, determine implications, and provide recommendations.
• Ability to exercise sound judgment.
• Ability to take and transcribe minutes.
• Ability to contribute to a respectful, cooperative and supportive work environment.
• Ability to adapt and work effectively under pressure and be able to prioritize and multi-task to meet deadlines in an environment that is fast paced, with high volume and critical deadlines
• Knowledge of University policy and procedures
• Strong ability to accurately maintain electronic calendars, reconcile scheduling conflicts, coordinate meetings and schedule the day's activities appropriately
• Proven ability to establish and maintain positive working relationships with individuals at all levels of an organization.
• Ability to gather, record and organize information.
• Demonstrated ability to implement, establish and set priorities
• Ability to plan, schedule and organize a variety of projects and/or events, often concurrently.
• Ability to compose correspondence, reports, presentations and other written materials using clear concise business English.
• Ability to work independently and as part of a team.
• Ability to coordinate travel arrangements of a complex nature that require a high level of coordination;
• Ability to understand and apply policies, procedures, and instructions.
• Ability to exercise tact and discretion with confidential matters.