Sr Program Assistant – PGME and Pediatrics, Fraser

Employees – Union

Job Class
CUPE 2950

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

Job Title
Sr Program Assistant – PGME and Pediatrics, Fraser

Division
Fraser Initiative Medical Undergraduate College of Medication

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

Posting Finish Date
November 27, 2023

Notice: Purposes might 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 might be required to offer verification of full vaccination towards Covid-19 supplied 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, workers and college students. Our dedication to employment fairness helps obtain inclusion and equity, brings wealthy range to UBC as a office, and creates the mandatory situations for a rewarding profession. 

Job Abstract

The UBC College of Medication supplies medical coaching to greater than 3,400 undergraduate, graduate and postgraduate learners. The tutorial packages span a number of coaching websites and are distributed to medical educational campuses and affiliated regional facilities throughout the province.
This position supplies administrative and program assist for the planning and supply of Pediatric postgraduate medical schooling, offering assist to postgraduate medical learners (residents) on rotations at Surrey Memorial Hospital (SMH), and assist to different residents at different community-based Fraser Well being Authority (FHA) Hospitals.

Obligations embody vital advanced scheduling, getting ready program documentation and studying supplies, and corresponding with academics. The incumbent performs a key position in making certain the graceful supply of Pediatric postgraduate medical schooling in SMH, and works with a view to streamline and enhance processes. This place oversees many points of medical coaching, info, and schooling.  The incumbent will present onboarding assist for residents new to SMH and act as some extent particular person for any points related to residents’ rotations whereas at SMH together with these studying at community-based hospitals in FHA.  The place will talk and administer all onboarding features and processes associated to PGME residents.  This position interacts independently with residents, medical school and workers, group preceptors, medical workplace assistants and hospital directors all through the Fraser Well being Authority, UBC Undergraduate and Postgraduate departments within the College of Medication, and, different healthcare professionals. 

This place is situated inside a health-care facility, due to this fact, the profitable candidate might be required to offer verification of full vaccination towards Covid-19 supplied previous to the beginning date, as required by a provincial well being mandate. This place has the choice of a hybrid work association and is situated at Surrey Memorial Hospital (SMH) in Surrey.

Organizational Standing
This place experiences on to the Administrative Supervisor, Fraser.  The incumbent will take work path from the Program Supervisor, Undergraduate and Postgraduate Medical Schooling, UBC Division of Pediatrics and the Fraser Website Director, Pediatrics.  As well as, work path for Postgraduate Medical Schooling learners might be supplied by the Senior Program Coordinator, RCH Fundamental Scientific 12 months Coaching Program.
Work Carried out

PGME Program Assist 

SMH

• Gives assist to postgraduate medical learners (residents) on rotations at Surrey Memorial Hospital (SMH).

• Responds to resident rotation enquiries and interprets tips, insurance policies and procedures. Triages inquiries to acceptable UBC and Fraser Well being Authority contacts as wanted.

• Present onboarding assist for residents new to SMH and act as some extent particular person for any points related to residents’ rotations whereas at SMH.

• Connects residents and SMH school to UBC Postgraduate Medical Schooling and UBC Postgraduate Program assets.

• Liaises and collaborates with UBC Postgraduate Applications and SMH personnel to make sure residents are effectively supported whereas on rotation at SMH.

• Prepares, updates and codecs rotation manuals and works with Rotation Leads to make sure correct orientation manuals.

• Prepares and updates the SMH Resident Website Guide with the Administrative Supervisor, Fraser.

• Gives rotation orientation supplies and onboarding assist as requested.

• Handle the elective requests for numerous departments and coordinate the requests with the respective preceptors.

Group Hospitals in FHA

• Prepares and updates the FHA Resident Website Guide with the Administrative Supervisor, Fraser.

• Gives rotation orientation supplies and onboarding assist as requested.

• Liaises and collaborates with UBC Postgraduate Applications and SMH personnel to make sure residents are effectively supported whereas on rotation at community-based hospitals in FHA

• Liaison and first level of contact for all new/present authorized onboarding medical placements in Group Hospitals in FHA.

• Works with FHA workers to make sure residents possess the correct documentation required previous to onboarding in Fraser hospital places with out devoted PGME assist.

• Performs knowledge compilation, evaluation, background analysis to compile experiences as required.

Pediatric PGME Assist
Administration:

• Performs duties associated to supporting the event of the Pediatric teaching programs in Fraser in collaboration with the UBC Division of Pediatrics, UBC Postgraduate Dean s Workplace, and the UBC Regional Administrative Workplace

• Interprets tips, insurance policies and procedures pertaining to Pediatric medical schooling enquiries of a non-routine and routine nature  

• Gives updates on learner points or issues to the suitable Program Director/DSSL, suggesting options to issues as required

• Collaborates with the Fraser Website Director, Pediatrics to create program insurance policies and procedures

• Assists as required to organize for Accreditation evaluations. This may occasionally embody compiling knowledge for reporting and offering documentation, surveys, and evaluations

• Maintains learner data, personnel information, attendance data, correspondence and licenses

• Assists the Fraser PD with the CaRMS choice course of

Evaluation and Analysis:

• Prepares and coordinates evaluations for evaluate by the Program Director/DSSL, together with corresponding with preceptors and forwarding evaluations for evaluate

• Distributes and displays learner evaluations utilizing One45

Scheduling:

• Assists the Program Director/DSSL with planning advanced and vital scheduling, and useful resource administration by getting ready schedules, documentation and corresponding with lecturers and preceptors

• Arranges didactic instructing and necessary programs for learners and maintains course info within the database

• Assigns, coordinates, and tracks all points of the learners’ medical rotations, holidays/sick time, evaluations, convention info and get in touch with info utilizing One45. Assists learners and preceptors with troubleshooting One45, and enters new learner info as required

• Prepares and coordinates the advanced scheduling of learners. This consists of liaising with exterior and inner stakeholders together with hospital companies, postgraduate and undergraduate packages

• Liaises often with learners, preceptors, facilitators and lecturers to coordinate any scheduling modifications. Maintains learner schedules, name schedules, and Pediatric resident rounds

• Arranges electives as required

Finance:

• Coordinates monetary bills comparable to didactic instructing, instructing with CTO affected person care, and resident exercise funds.  This consists of getting ready numerous monetary transactions in Workday.

• Prepares and submits requests for College funds utilizing instructing monitoring info in schedules and One45 via acceptable monetary techniques and processes

• Confirms and submits resident requests for stat vacation reimbursement within the Resident Administration System (RMS)

Different Duties:

• Maintains and updates procedures handbook for the place

• Makes suggestions for course of enhancements and participates within the implementation of latest techniques and processes.

• Participates within the invigilation of exams as required

• Coordinates standing and advert hoc conferences as required, together with ordering catering, data, transcribes, and distributes minutes and agendas

• Requests videoconferencing or teleconferencing rooms as required.  Gives assist and troubleshooting for room requests and gear comparable to videoconferencing

• Performs different duties as required

Consequence of Error/Judgement
The Senior Program Assistant, PGME and Pediatrics, Fraser, is predicted to train skilled judgement and excessive discretion when coping with points surrounding postgraduate medical schooling. Errors in scheduling may have appreciable impression on program supply, school, and learner satisfaction. It’s important that learners are given correct info relating to their packages; errors can have a long-term impression on their coaching and certification. The place should work with tact, discretion, and confidentiality regarding learner data and private info. Errors in judgement or ineffective communication may have a unfavorable impression on the College of Medication and the College leading to authorized motion, unfavorable public relations, monetary prices, and lack of credibility.
Supervision Obtained
This place experiences on to Administrative Supervisor, Fraser.  The incumbent will take path from the Program Supervisor, Undergraduate and Postgraduate Medical Schooling, UBC Division of Pediatrics and the Fraser Website Director, Pediatrics .  As well as, work path for Postgraduate Medical Schooling learners might be supplied by the Senior Program Coordinator, RCH Fundamental Scientific 12 months Coaching Program.

This place is predicted to work independently with minimal steering, and works carefully with Program Administrators, Schooling/Program Managers, Program Coordinators, Program Assistants, and preceptors. This place additionally interacts with exterior businesses such because the Fraser Well being Authority and The School of Physicians and Surgeons of British Columbia.
Supervision Given
None.
Minimal {Qualifications}
Excessive Faculty commencement, plus two 12 months post-secondary diploma, plus 4 years of associated expertise, or an equal mixture of schooling and expertise.
– Willingness to respect numerous views, together with views in battle with one’s personal

– Demonstrates a dedication to enhancing one’s personal consciousness, data, and expertise associated to fairness, range, and inclusion

Most well-liked {Qualifications}

• Undergraduate diploma in a related self-discipline most popular.

• Related UBC expertise most popular. Expertise in Postgraduate Medical Schooling is extremely fascinating.

• Prior expertise with One45 an asset.

• Skill to train confidentiality, tact and discretion.

• Skill to precisely keep Outlook calendars, and schedule acceptable appointments.

• Skill to speak successfully verbally and in writing. Extremely efficient interpersonal and organizational expertise.

• Skill to cope with a various group of individuals in a peaceful, courteous and efficient method.

• Flexibility with a can-do perspective and cozy working in a altering setting.

• Skill to develop and keep cooperative and productive working relationships.

• Skill to take and transcribe minutes, or different dictated supplies.

• Skill to take care of accuracy and a focus to element.

• Skill to deal with giant volumes of paperwork throughout peak intervals.

• Skill to successfully use at an intermediate to superior degree, MS Workplace Suite (Phrase, Excel, PowerPoint), MS Outlook and SharePoint.

• Skill to train impartial judgment and interpretation of knowledge.

• Skill to successfully handle a number of duties and priorities.

• Capable of work underneath stress in a fast-paced, excessive quantity setting with vital deadlines.

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

• Skill to display initiative, work independently and in a crew setting.

• Skill to work after common hours as required.

Fairness and variety are important to educational excellence. An open and numerous group fosters the inclusion of voices which were underrepresented or discouraged. We encourage purposes from members of teams which were marginalized on any grounds enumerated underneath the B.C. Human Rights Code, together with intercourse, sexual orientation, gender id or expression, racialization, incapacity, political perception, faith, marital or household standing, age, and/or standing as a First Nation, Metis, Inuit, or Indigenous particular person.

All certified candidates are inspired to use; nonetheless, Canadians and everlasting residents might be given precedence.