Sponsored Trainee and Fellows Coordinator

Job title:

Sponsored Trainee and Fellows Coordinator

Firm

College of British Columbia

Job description

Employees – Union

Job Class CUPE 2950

Job Profile CUPE 2950 Salaried – Administrative Help 4 (Gr8)

Job Title Sponsored Trainee and Fellows Coordinator

Division Postgraduate Administrative Help | Medical Postgraduate | College of Drugs

Compensation Vary $4,601.00 – $4,953.00 CAD Month-to-month

Posting Finish Date March 29, 2024

Be aware: Functions shall be accepted till 11:59 PM on the day previous to the Posting Finish Date above.

Job Finish Date

This place is situated inside a health-care facility, due to this fact, the profitable candidate shall be required to offer verification of full vaccination in opposition to Covid-19 offered previous to the beginning date, as required by a provincial well being mandate.

At UBC, we consider that attracting and sustaining a various workforce is vital to the profitable pursuit of excellence in analysis, innovation, and studying for all school, employees and college students. Our dedication to employment fairness helps obtain inclusion and equity, brings wealthy variety to UBC as a office, and creates the mandatory situations for a rewarding profession.

JOB SUMMARY

The UBC College of Drugs, by its Workplace of Postgraduate Medical Schooling (PGME), gives postgraduate medical coaching in 74 Royal Faculty and a couple of Household Drugs coaching packages along with a rising portfolio of Space of Targeted Competence (AFC) Fellowship packages. The packages span a number of coaching websites and are distributed to medical educational campuses and affiliated regional facilities throughout the province. To accommodate the federal government funded improve in MD undergraduate graduates, the PGME program has been rising the variety of residents accepted into its packages. Since 2003 the variety of residents has grown from 700 to greater than 1400 in 2024.

The first perform of this position is to supervise the administration of overseas sponsored trainees in UBC Postgraduate Medical Schooling (PGME) packages. This contains obligations for updating and sustaining a posh trainee database for the needs of labor permits, licensure, sponsor billing, stipend funds, in addition to annual and advert hoc reporting. This position additionally gives common administrative and operational help to the PGME Dean s Workplace and PGME Packages.

The incumbent should be capable of work independently throughout the advanced atmosphere of the College of Drugs PGME Workplace. This place shall be interacting with a wide range of school and employees in some excessive stakes or delicate areas, and should be perform the position accordingly. As this place will evolve given the assorted particular initiatives that come up, the incumbent should be comfy working with ambiguity and alter. This place requires thorough information of the actions of the PGME and the College of Drugs, diplomatic persuasiveness, tact, discretion, logic, initiative, and the flexibility to work independently and cooperatively. According to the College’s Skilled Requirements doc, the College is dedicated to the best stage of professionalism in all interactions whether or not they’re emails, letters, or in-person.

The required work is carried out within the Workplace of Postgraduate Medical Schooling within the Metropolis Sq. workplace constructing in Vancouver.

ORGANIZATIONAL STATUS

This place stories on to the PGME Fellows Supervisor and is anticipated to work independently underneath broad course. This place liaises with Residents, Fellows, Division and Division Heads, Program Administrators, Program Employees, employees from Overseas Embassies and exterior organizations reminiscent of The Faculty of Physicians and Surgeons of British Columbia, The Royal Faculty of Physicians and Surgeons of Canada, The Ministry of Well being, and Resident Docs of BC. This place offers with delicate, restricted, confidential issues and consults with the PGME Fellows Supervisor on advanced points.

WORK PERFORMED

Overseas Sponsored Trainees

1. Oversees and coordinates the applying course of for overseas sponsored trainees (Saudi Arabia, Kuwait, United Arab Emirates, Libya, and many others.) by liaising with departments, sponsoring companies, and Embassies to course of purposes, comply with up after interviews, and ship letters of provide.

2. Maintains a posh trainee database for the needs of labor permits, licensure, sponsor billing, stipend funds, in addition to annual and advert hoc reporting. Reporting is utilized by stakeholders reminiscent of UBC finance and nationwide reporting reminiscent of CAPER.

3. Offers recommendation to overseas sponsored trainees relating to licensure necessities. Liaises with the Faculty of Physicians and Surgeons of BC (CPSBC) to make sure necessities are met. Works with trainee to resolve problems with a posh nature and escalates to PGME Fellows Supervisor as acceptable.

4. Offers documentation and steerage to overseas sponsored trainees to use for preliminary and subsequent work permits. Tracks and verifies that overseas sponsored trainee work permits are updated.

5. Submits provide of employment purposes and necessities to IRCC and coordinates approval to overseas trainees.

6. Tracks and verifies that overseas sponsored trainee funding is updated.

7. Submits appointment data and supporting documentations of overseas sponsored trainees to UBC Finance for stipend funds and deactivation.

8. Acquires ITERS/EPA’s from packages and disseminates to sponsors.

9. Tracks overseas sponsored trainees leaves, extensions and withdrawals and stories data to sponsoring companies.

10. Solutions inquiries of a posh nature and gives data relating to overseas sponsored trainees.

11. Writes proof of enrolment letters for overseas sponsored trainees.

Organizational Help

1. Maintains the PGME web site for Visa Trainees candidates. Collaborates with FoM Communications and the

PGME Fellows Supervisor to make sure correct and related data is on the positioning. Drafts web site content material.

2. Offers enter relating to the content material of the PGME newsletters. Collaborates with PGME Communications and the PGME Fellows Supervisor

to make sure correct and related data.

3. Maintains and updates PGME coverage paperwork and varieties.

4. Assists with particular initiatives as assigned.

5. Maintains and updates a Procedures Handbook for the place.

6. Offers help to colleagues throughout absences in maintaining throughout the classifications of this job.

7. Performs different duties as required.

Common PGME Workplace help

Duties embrace, however aren’t restricted to:

• Acts as a backup for the PGME reception and Government Assistant as wanted.
• Offers backup help protection to the Common PGME e mail mailbox as wanted.
• Creates requisitions for catering, provides and supplies as required.
• Handles enquiries of each a non-routine and routine nature.
• Could also be required to work exterior common working hours, together with occasional early/late conferences.
• Performs different associated duties as needed consistent with the {qualifications} and necessities of the job.

CONSEQUENCE OF ERROR

The Sponsored Trainee Coordinator is anticipated to train skilled judgment and excessive discretion when coping with points surrounding the Postgraduate Medical Schooling Workplace. Errors in judgment or ineffective communication will compromise the effectiveness and effectivity of the PGME workplace. This place requires a excessive stage of cultural sensitivity, because the incumbent is required to deal extensively with embassy officers all through the world. Penalties of indiscretion and unprofessional angle might replicate negatively on the PGME Dean s Workplace, the College of Drugs, and the College.

SUPERVISION RECEIVED

This place stories on to the PGME Fellows Supervisor.

Works carefully with the PGME Senior Supervisor Learner Help, PGME Operations Supervisor, Director of Administration PGME, and the PGME Admin Help Group. Performs duties independently and in accordance with established procedures.

SUPERVISION GIVEN

Offers coaching to new and persevering with postgrad employees on Overseas Sponsored Trainee purposes. Offers steerage to program directors because it pertains to and Overseas Sponsored Trainees and Medical Fellows.

MINIMUM QUALIFICATIONS

Excessive Faculty commencement, plus two 12 months post-secondary diploma, plus 4 years of associated expertise, or an equal mixture of training and expertise.

– Willingness to respect various views, together with views in battle with one’s personal

– Demonstrates a dedication to enhancing one’s personal consciousness, information, and abilities associated to fairness, variety, and inclusion

QUALIFICATIONS

Data of UBC insurance policies and practices is an asset. Capability to take care of accuracy and a spotlight to element.

Capability to work successfully independently and in a staff atmosphere

Capability to train tact and discretion.

Capability to successfully use MS Workplace Suite (Outlook, Phrase, Excel, PowerPoint) at an intermediate stage. Expertise with SharePoint is an asset.

Capability to prioritize and work successfully underneath stress to satisfy deadlines.

Capability to successfully handle a number of duties and priorities.

Capability to speak successfully verbally and in writing.

Capability to take and transcribe correct assembly minutes.

Capability to precisely keep appointment calendars, and schedule acceptable appointments.

Capability to anticipate issues and points and plan forward.

Capability to assessment, analyze, and synthesize advanced data into summaries and stories.

Capability to assemble, report, and set up data.

Capability to cope with a variety of individuals in a relaxed, courteous, and efficient method.

Capability to deal with giant volumes of paperwork throughout peak intervals.

Capability to reply appropriately to inquiries in particular person, on the telephone, and in writing; make acceptable referrals.

Capability to work exterior of normal hours as required.

Capability to effectively and successfully coordinate duties.

Anticipated wage

$4601 – 4953 per thirty days

Location

Canada

Job date

Solar, 17 Mar 2024 02:14:28 GMT

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