Sr. Program Assistant, Education Administrative Services

Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

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

Job End Date

Please note, this is a term position with the possibility of renewal.

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 Senior Program Assistant, Education Administrative Services is responsible for providing administrative and programmatic support to all training programs within the clinical divisions of the Department of Medicine, including the Internal Medicine Core Specialty training program. This role ensures all programs are compliant with the Royal College of Physicians and Surgeons of Canada's (RCPSC) accreditation standards and the Faculty of Medicine's Postgraduate Medical Education Office's (PGME) policies and guidelines. Additionally, this position supports workload surges during accreditation, internal reviews, and year-end by providing coverage support and transition planning to ensure program continuity sustainable workload.

Organizational Status
The position will report to the Sub Specialty Education Manager and will take work direction from the IM Core Education Manager, Sub Specialty Program Directors, the Associate Head, Education, the Sr. Education Manager and the Director of Administration.
This position will regularly interact with faculty, staff, and learners, at all levels within the Department of Medicine and its divisions and programs. This position will also regularly liaise with units external to the Department such as the Faculty of Medicine's Postgraduate Medical Education (PGME) Office and Finance Team.

Work Performed
Education Administrative Services
• Provides administrative support to sub specialty programs. Utilizes resources on hand to ensure continuation of operations.
• Administers continued workflow of the program, recommends and updates standardized operational processes
Coordinates work schedule of learners and ensuring holidays, conferences, elective rotations etc. are within Resident Doctors of BC and UBC regulations
• CaRMS planning, organization of file reviews, scheduling of interviews etc.
• CBME support including Competence Committee planning/ file support/ EPA tracking/Entrada support
• Updating the Resident Management System to accurately reflect resident academic records; LOA, remediation, tracking and escalating performance or professionalism related issues
• Maintains resident schedule and status including vacation, lieu days, conference leaves in One45
• Distributes and monitors learner evaluations using UBC systems (i.e., One45, Entrada)
• 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.
• Tracks and enters data related to clinical teaching activity for payments (i.e., didactic teaching and teaching with patient care).
• Supports the development of subs-specialty standard procedures, as well as the rollout of training sessions related to One45,CPMS,Budgets/Workday, and TTPS
• Provides leave coverage as determined by the Sub Specialty Education Manager
• Supports the Clinical Fellow workflow
• Assists with Annual service evaluation reports creation and distribution
• Provides bootcamp scheduling and speaker/session lead recruitment
• Provides event planning support
• Performs other duties as required.

Consequence of Error/Judgement
The impact of error in this position is high. Due to the profile of the sub-specialty training programs, this position must exercise appropriate judgement and demonstrate strong problem-solving abilities as well as the ability to keep all partners appraised of situations. Poor decisions may impact the sub-specialty training program's ability to remain compliant with PGME, UBC, and RCPSC policies which could lead to accreditation issues including the sub-specialty training program being put on Notice To Withdraw by the RCPSC (Royal College of Physicians and Surgeons of Canada).
Errors could reflect negatively on the Department of Medicine and the University. Unusual issues should be brought to the attention of the Subspecialty Education Manager.

Supervision Received
Works independently under limited supervision. Reports directly to the Sub Specialty Education Manager and takes work direction from the IM Core Education Manager, Sub Specialty Program Directors, the Associate Head, Education, the Sr. Education Manager and the Director of Administration.

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

• Administrative experience with UBC systems (i.e., One45, Workday and TTPS) strongly preferred.
• Ability to work collaboratively with a wide range of partners.
• Ability to prioritize and work under pressure to meet deadlines.
• Ability to work independently and in a team environment.
• Experience in using a wide range of computer and administrative systems.
• Ability to interpret requirements, create process and procedure.
• Ability to collect and analyze data.
• Ability to multitask, to manage new projects and organize events.
• Ability to work autonomously, to organize work to meet firm deadlines.
• Excellent interpersonal, communication and problem-solving ability.
• Highly motivated with an ability to take initiative with attention to detail.
• Ability to handle sensitive issues in a tactful and confidential manner.
• Proven ability to exercise excellent judgment.
• Ability to work a flexible schedule and flexible on onsite workdays.