Fraser Sites Program Assistant, Enhanced Skills Ccfp-em

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Posting End Date

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

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NOTE: This is a full-time, ongoing position which is eligible for the 'hybrid work arrangement'. However, the successful applicant must be able to work on-site at Surrey Memorial Hospital at least 1 day per week.

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 Fraser Site 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 several of the Enhanced Skills Category 1 programs in the Fraser region, with a focus on CCFP-EM Surrey Site, Palliative Care Fraser Site(s), and Addictions Fraser Site(s). The primary role of the Site Assistant is to coordinate the resident academic and clinical experiences, advise and support the Site Directors/faculty, and oversee operational aspects of the programs at the site level. 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 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 Status
Reports to the Site Directors of the CCFP-EM Surrey Site, Palliative Care Fraser Site, and Addictions Fraser Site, along with the CCFP-EM Program Manager and Enhanced Skills Program Manager. 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

In relation to the CCFP-EM Surrey Site, and Palliative Care Fraser Site(s)

1. Overall Program Delivery

• Administers work flow of the program at the site level, designs operational processes, and resolves resident and faculty issues.

• Acts as the first point of contact for the program at the site and ensures responsive and timely service.

• Supports the Site Directors (SDs) and residents in navigating/interpreting University, Faculty of Medicine, and Postgraduate Education policies; provides recommendations for site-specific guidelines.

• Coordinates and participates in local resident orientations and, including first-day reporting instructions, relevant policies, handouts, ID badges, parking arrangements and other logistics.

• Ensures residents have access to systems, privileges and facilities as required for their clinical activity in the region; liaising with medical staff administration as required.

• Gathers information on the discipline rotations/electives, availability, and local contact information.

• Manages resident absences and leave requests in RMS/One45 (i.e. vacation dates, conference leaves, sick days, and leaves of absence) and notifies preceptors.

• 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 letters.

• Coordinates and documents site committee meetings as required (i.e. Residency Program Committee, Clinical Competence Committee). This may involve recording, transcribing and distributing minutes and agendas, other duties as required.

• Acts as a liaison between the Central Program Management, the sites, and Clinical Departments.

• Assists with identifying physicians requiring Clinical Faculty appointments and supports the relevant application process.

• Assists other Enhanced Skills Administrators in coordinating program accreditation processes, including coordinating on-site visits and reviews, compiling data for reporting and providing documentation, surveys, and assessments as needed.

2. Resident Selection

• Assists the other Enhanced Skills Administrators with coordinating the Canadian Residency Matching Service (CaRMS) process (i.e. Interview Days). This may involve planning information sessions, booking space, providing tours, and ordering catering, as well as coordinating volunteer staff, faculty, and residents for participation as required.

• Assists programs in updating CaRMS online Program Description for the relevant sites.

3. Clinical Scheduling

• Coordinates all aspects of the weekly site Academic Day sessions (i.e. SIM, Local Oral Exams, rounds).

• Coordinates and participates in exam invigilation, as required.

• 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

  • ensures 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.

• Coordinates standing and ad hoc meeting as required (i.e. Site RPC, CCC).

4. Assessment & Evaluation

• Maintain/updates individual academic records for residents; including tracking and escalating performance or professionalism related issues.

• Enters, updates and maintains learner rotation information in UBC systems (i.e. One45, CPMS).

• Distributes and monitors learner evaluations using UBC systems (i.e. One45, Entrada).

• Generates assessment reports for residents which inform program progression (periodic reviews).

5. Finance

• Understands and follows UBC, Faculty of Medicine and PGME policies related to payments and reimbursements.

• Processes and tracks resident expense reimbursements related to mandatory expenses (i.e. travel, call-back, community and mandatory rotations) processed through the PGME Resident Reimbursement website.

• Supports 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 balances.

• Responsible for accurately tracking and data entry on clinical teaching activity for payments (i.e. didactic teaching and teaching with patient care).

6. Resident Support

• 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.

• Aids in the securing of housing for residents.

7. Records Management

• Responsible for maintaining University records associated with the Fraser-based sites so that information is retained according to university policy and retention schedules and accreditation requirements.

• Records, transcribe and/or distribute minutes and agendas for standing and ad hoc meetings.

• Documents 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 data.

• Maintains an up-to-date job procedures manual to document practices. Reviews on an annual basis.

In relation to the Addiction Medicine Fraser Site

On-Site Fraser Health Support

• Participates in local resident orientations and, including first-day reporting instructions, relevant policies, handouts, ID badges, parking arrangements and other logistics.

• Acts as a resource for residents with issues involving Fraser Health Access and other on-site related items.

• Assists the Enhanced Skills Addictions PA with any additional on-site support as needed.

Consequence of Error/Judgement

• 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.

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/A

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.

- 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

Preferred Qualifications

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.