The Department of Medicine’s Administration Office is located in the Diamond Health Care Centre (DHCC) at the VGH Hospital site. This position has the option of a hybrid work arrangement and is required for a minimum of two days on site at DHCC.
Please note this is a 0.5FTE position.
Organizational Status
This position reports directly to the Subspecialty Education Manager. Training and mentorship are provided by the Subspecialty Education Manager, PGME TTPS Support staff, and Educational Administrative Services admin within the UBC Department of Medicine. This Activity Tracker will also collaborate regularly with the UBC Department of Medicines 16 Subspecialty Program Administrators.
Work Performed
Reviews and summarizes complex teaching schedules into Excel, to streamline data extraction and accuracy, and notes TTPS entry status.
Accesses teaching summaries prepared by Program Administrators and uses AI-supported validation methods to identify inconsistencies and seek clarification where required.
Inputs detailed teaching activity data into TTPS on an ongoing basis
Reviews faculty profiles for completeness; uses checks to flag missing information, forwards discrepancies to HR and TTPS Support, and monitors appointment status.
Maintains organized digital tracking and filing systems, incorporating AI tools to improve data structure, searchability, and long-term accuracy within TTPS-related records.
Maintains an up-to-date orientation manual for DOM TTP practices and policies.
Updates and maintains email distribution lists of TTP program faculty and staff.
Communicates with faculty, administrators, and support teams to resolve data gaps.
Communicates quarterly TTP deadlines.
Performs related administrative duties as required, including exploring new technologies and tools to improve workflow efficiency and data reliability.
Provides vacation coverage for the Educational Administrative Services Assistant
Consequence of Error/Judgement
Accuracy is critical as TTPS entries affect faculty reimbursement, teaching dossier accuracy, and documentation used for academic reviews, promotions, and tenure. Errors may cause payment delays and reporting inconsistencies. This position must exercise sound judgement and maintain confidentiality.
Supervision Received
This position receives direct supervision from the Subspecialty Education Manager. After adequate training, independent work and critical thinking are expected.
Supervision Given
None.
Minimum Qualifications
High School graduation, plus one year of post-secondary education, plus three 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
Ability to perform word processing at 50 words per minute.
Proficiency in Microsoft Office (Excel and Word).
High accuracy and meticulous attention to detail.
Comfort with learning new computer skills
Strong communication and interpersonal skills.
Demonstrated ability to work independently and in a team environment.
Experience with data entry or scheduling systems (asset).
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