Sr Program Assistant, Internal Medicine, Fraser

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

Job End Date

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 role provides administrative and program support for the planning and delivery of the new Fraser Internal Medicine postgraduate medical education program, providing support to postgraduate medical residents training at Surrey Memorial Hospital (SMH) and hospitals located within the Fraser Health Authority.

Responsibilities include orientations, curriculum, assessment, communications, significant complex scheduling, preparing program documentation and learning materials, and corresponding with faculty preceptors. The Fraser Internal Medicine Sr. Program Assistant is responsible for identifying Fraser resident education program area needs including new rotation offerings, program planning and delivery and other administrative duties. The incumbent plays a key role in ensuring the smooth delivery of Internal Medicine postgraduate medical education across the Fraser Health Authority and works with a view to streamline and improve processes. This position oversees many aspects of medical training, information, and education. The incumbent will provide onboarding support for residents new to the Fraser program and act as a point person for any issues associated with residents' rotations while at SMH along with those learning at community-based hospitals within the Fraser Health Authority. The position will communicate and administer all onboarding functions and processes related to Fraser residents. This role interacts independently with residents, clinical faculty and staff, community preceptors, medical office assistants and hospital administrators throughout the Fraser Health Authority, UBC Postgraduate departments in the Faculty of Medicine, and, other healthcare professionals.

This position has the option of a hybrid work arrangement and is located at Surrey Memorial Hospital (SMH) in Surrey.

Organizational Status
This position reports directly to the Senior Manager, Learner Support (PGME). The incumbent will take work direction from the Education Manager, Postgraduate Medical Education, UBC Department of Medicine and the Fraser Assistant Program Director, Internal Medicine.
Work Performed
Internal Medicine Fraser Support

Administration and Program Support:

•    Maintains knowledge about the programs and processes that are involved in running the programs, ensuring a smooth delivery of existing/new curriculum and assessment requirements.

•    Develops and maintains postgraduate rotation schedules in coordination with the UBC Department of Medicine Core Internal Medicine program.

•    Coordinates with Internal Medicine Core Program Education Manager or team members regarding curriculum changes and administration of program. Attend weekly administrative meetings hosted by the Internal Medicine Core Program to share current plans and issues.

•    Consults with the Internal Medicine Fraser Assistant Program Director on curricular and program requirements.

•    Coordinates the administrative needs for the continuous program accreditation planning and process.

•    Responds to daily Internal Medicine Program inquiries.

•    Advises residents on program information, program requirements, registration and graduation processes.

•    Coordinates and provides administrative support and information for the Residency Program Committee (RPC) and other related program committees.

•    Organizes, supports, and manages the portfolio's course delivery and operations.

•    Assists with coordinating annual course schedules and resolving issues that arise.

•    Develops and maintains strong relations with future and current clinical preceptors during course development, delivery, and evaluation phases while providing guidance on instructional design, course materials and course improvements.

•    Evaluates and manages student, preceptor or stakeholder concerns, complaints, or contrary situations.

•    Oversees electronic filing systems and program materials coordination.

•    Liaise with technical support staff to troubleshoot technical issues encountered by learners/faculty (Entrada, Academic Days, Assessments.) Responsible for resident access to Electronic Medical Record platforms and on-site hospital access re: photo IDs.

•    Provides back-up support for the Postgraduate Education Internal Medicine Program in the absence of the Fraser Assistant Program Director.

•    Interprets guidelines, policies and procedures pertaining to Internal Medicine medical education enquiries of a non-routine and routine nature

•    Provides updates on resident issues or problems to the Fraser Assistant Program Director and or DSSL, suggesting solutions to problems as required

•    Collaborates with the Fraser Assistant Program Director, Internal Medicine to create program policies and procedures

•    Assists as required to prepare for Accreditation reviews. This may include compiling data for reporting and providing documentation, surveys, and reviews

•    Maintains resident records, personnel files, attendance records, correspondence and licenses

•    Manages and delivers all resident letter requests and paperwork needing completion. Examples are confirmation of residency letters, out of province verifications, prescription pads, end of training certificates, signed CITER/FITER's, hospital privileges, credentialing and maintenance of resident files.

•    Coordinates of all Residency Program Events (orientations, retreats, town halls, wellness/counselling activities)

CaRMS:

•    Assists the Fraser Assistant Program Director with the CaRMS selection process

•    Coordinates and organizes recruitment and program information events for the Canadian Residency Matching Service (CaRMS) annual recruitment and selection process, including applicant file review, interviews, information sessions etc.

Assessment and Evaluation:

•    Monitors Low Performance evaluations and ensures completion of remediation/probation contracts.

•    Tracks gathers and submit resident information required for the central Competence Committee meetings. Gathers and tracks resident information for Fraser Academic Coaches.

•    Works with faculty leadership to manage and document remedial documentation and informs on policy related to all resident remedial situations including appeals.

•    Delivers the administrative program orientation sessions and invigilates ACP exam and assists with virtual and/or in person OSCEs and other simulated training sessions.

•    Prepares and coordinates preceptor teaching evaluations for review by the Fraser Assistant Program Director, including corresponding with preceptors as needed.

•    Monitors completion and performance ratings of resident evaluations using One45.

Scheduling:

•    Assists the Fraser Assistant Program Director and/ or Discipline Specific Site Lead (DSSL) with planning complex and significant scheduling, and resource management by preparing schedules, documentation and corresponding with lecturers and preceptors.

•    Arranges Academic Half or Full Day curriculum including didactic teaching and mandatory courses for residents and maintains course information in a database. Coordinates opportunities for residents to attend Core Program Academic Half Days virtually when appropriate.

•    Assigns, coordinates, and tracks all aspects of the learners' clinical rotations, vacations/sick time, evaluations, conference information and contact information using the appropriate platforms such as One45 and Resident Management System (RMS).

•    Prepares and coordinates the complex scheduling of residents. This includes liaising with external and internal stakeholders including hospital services and other postgraduate programs.

•    Liaises regularly with residents, preceptors, facilitators and lecturers to coordinate any scheduling changes. Maintains resident schedules, call schedules, and Internal Medicine resident rounds.

•    Arranges electives as required.

•    Assists the Fraser Assistant Program Director in development of new rotations within the Fraser Health Authority that meet the Royal College Training Requirements for Internal Medicine, including identifying and working with new site leads to establish rotation capacities, creation of rotation-specific objectives, orienting new leads to evaluation systems, coaching residents in difficulty etc.

Finance:

•    Monitors the Resident Activity Fund and teaching payment budgets.

•    Processes and advises on resident reimbursements such as Special Conference funding.

•    Support processes which impact program spending including budget forecasts, allocating expenses, resident reimbursements, and teaching payments.

•    Liaises with the Education Manager, IM Core Residency Program concerning budget matters.

•    Coordinates and prepares financial submissions for activities such as didactic teaching, teaching with patient care, Competence Committee and Standing Committee attendance and resident expenses to be charged to the Resident Activity fund. This includes preparing various financial transactions in Workday.

•    Confirms and submits resident requests for stat holiday reimbursement in the Resident Management System (RMS)

Other Duties:

•    Maintains and updates procedures manual for the position

•    Makes recommendations for process improvements and participates in the implementation of new systems and processes.

•    Participates in the invigilation of simulated training sessions and exams as required.

•    Coordinates standing and ad hoc meetings as required, including ordering catering, records, transcribes, and distributes minutes and agendas

•    Requests videoconferencing or teleconferencing rooms as required. Provides support and troubleshooting for room requests and equipment such as videoconferencing

•    Performs other duties as required

Consequence of Error/Judgement
The Senior Program Assistant, Fraser Internal Medicine Resident Education program, is expected to exercise professional judgement and extreme discretion when dealing with issues surrounding postgraduate medical education. Errors in scheduling could have considerable impact on program delivery, faculty, and resident satisfaction. It is important that residents are given accurate information regarding their programs; mistakes can have a long-term impact on their training and certification. The position must work with tact, discretion, and confidentiality concerning resident records and personal information. Errors in judgement or ineffective communication could have a negative impact on the Faculty of Medicine and the University resulting in legal action, negative public relations, financial costs, and loss of credibility.
Supervision Received
This position reports directly to Senior Manager, Learner Support (PGME). The incumbent will take direction from the Education Manager, Core Internal Medicine Resident Medical Education, UBC Department of Medicine and the Fraser Assistant Program Director, Internal Medicine.

This position is expected to work independently with minimal guidance, and works closely with Program Directors, Education/Program Managers, Program Coordinators, Program Assistants, and Faculty preceptors. This position also interacts with the Faculty of Medicine Postgraduate Medical Education office and outside agencies such as the Fraser Health Authority and The College of Physicians and Surgeons of British Columbia.
Supervision Given
None.
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

•    Relevant UBC experience preferred. Experience in Postgraduate Medical Education is highly desirable.

•    Prior experience with One45, RMS and Workday an asset.

•    Ability to exercise confidentiality, tact and discretion.

•    Ability to accurately maintain Outlook calendars, and schedule appropriate appointments.

•    Ability to communicate effectively verbally and in writing. Highly effective interpersonal and organizational skills.

•    Ability to deal with a diverse group of people in a calm, courteous and effective manner.

•    Flexibility with a can-do attitude and comfortable working in a changing environment.

•    Ability to develop and maintain cooperative and productive working relationships.

•    Ability to take and transcribe minutes, or other dictated materials.

•    Ability to maintain accuracy and attention to detail.

•    Ability to handle large volumes of paperwork during peak periods.

•    Ability to effectively use at an intermediate to advanced level, MS Office Suite (Word, Excel, PowerPoint), MS Outlook and SharePoint.

•    Ability to exercise independent judgment and interpretation of information.

•    Ability to effectively manage multiple tasks and priorities.

•    Able to work under pressure in a fast-paced, high volume environment with critical deadlines.

•    Ability to respond appropriately to inquiries in person, on the phone and in writing; make appropriate referrals.

•    Ability to demonstrate initiative, work independently and in a team environment.

•    Ability to work outside of regular hours as required.