Senior Program Assistant, Undergrad Year 3 & Year 4

Job Summary

Reporting to the Senior Education Programs Manager (SEPM), this position provides program support for Psychiatry’s MD Undergraduate Medical Education program for Year 3 and Year 4 in the Department of Psychiatry at Diamond Health Care Center at Vancouver General Hospital (VGH) site. This position coordinates and ensures overall scheduling for all Psychiatry blocks for Years 3 and 4, and works closely with the UGE Program in Internal Medicine to coordinate the shared academic half-day schedules. This position takes initiative and provides support on action items as detemined by the Psychiatry UGE Committee, provides administrative support to the UGE Program Director in program related activities and provides other required support functions to ensure the smooth running of the UGE programs. This position acts as the initial point of contact for routine and general equiries by medical students, Program Directors, faculty and staff, referring complex issues to SEPM, Program Directors and others as appropriate.

Primary UGE responsibilities include overall scheduling of the Year 3 and Year 4 undergraduate medical students in Psychiatry at VFMP (close to 200 students). Prepares and updates schedules related to UGE Program timelines and deadlines for student rotations, examinations, academic days, evaluations, student promotions, accreditation reviews, etc.; ensures deadlines are met. Coordinates site orientation for students, collects and submits teaching sessions in Teaching and Tracking Payments system (TTPS) for teaching payments, updates one45 and other systems, tracks student attendance, assessments, marks, reports etc., updates and maintains various Year 3 and Year 4 manuals, documents and files. This position also attends and coordinates the monthly Undergraduate Education Committee (UGEC) meetings and the UGEC annual education retreat.

As a member of the Department's Education team, this position also provides assistance and coverage as needed for all Education Programs in Psychiatry. Flexibility in work hours is required as needed to meet the various UBC Department Education Programs timelines, deadlines and operation requirements.

Organizational Status

The UBC Department of Psychiatry Education office is located at the Diamond Health Care Centre (Vancouver General Hospital teaching site). The position reports to the Senior Education Programs Manager (SEPM). Work direction is provided by the UGE Program Director and Senior Education Programs Manager. This position works independently on tasks, seeking guidance from the SEPM or Program Director on complex and exceptional issues or problems as needed.

The position interacts regularly with Medical Students, Residents, Program Directors, Site Leaders as well as Department faculty involved in UGE teaching, Department Education Office staff, Faculty of Medicine's MD Undergraduate Education offices and external partners for the coordination of UGE program activities. This position is accountable to the Senior Education Programs Manager (SEPM) in fulfilling role expectations. Liaises with SEPM, UGE Program Director, other faculty, residents, medical students, personnel at hospitals and other training sites and Faculty of Medicine (FoM) staff.

This position is required to work flexible hours for the annual CaRMS process and bi-monthly exam invigilation, and other program activities to ensure support for education program activities outside of regular hours.

Work Performed

• Organizes, prepares and updates the scheduling for the Department of Psychiatry Undergraduate Medical Education Program (Year 3 & 4) student rotations, placements, examinations, academic days, evaluations, student promotions, accreditation reviews, etc. across VFMP; assists with UGE exam invigilation as required by the UGME Dean's Office
• Provides analysis of teaching assignments and provide information to Program Director and Senior Education Program Manager (SEMP) as needed; provides administrative support to the UGE Program Director in program related activities to ensure the smooth running of the UGE programs
• Coordinates site orientation for students; communicates routinely with students, DSSLs and Site Admins on scheduling/reporting instructions and system training & access requirements for each site; updates schedules as changes occur.
• Coordinates, collects and posts completed schedules and resource materials onto the Entrada and Canvas, arranging the printing and/or distribution of necessary handout materials when required; responsible for ongoing review and update of one45, Entrada, Canvas and other systems to ensure information is up to date and accurate.
• Tracks student attendance, assessments, marks, reports etc., updates and maintains various Year 3 and Year 4 manuals, lists, documents and files.
• Acts as the initial point of contact for routine and general enquiries by medical students, faculty and staff, refers complex issues to SEPM, Program Directors and others as appropriate; liaises with distributed site administrators, teaching site faculty and staff to ensure smooth delivery of program.
• Liaises with Faculty Lead and Program Director to update, maintain and distribute Year 3 & 4 preceptor orientation manual annually or when changes occur; provides information and guidance to medical students based on policies; recognize issues that require escalation to SEPM or Program Directors.
• Coordinates approval and tracks student absence requests and forms, advises students and faculty on absence policy and procedures; adjusts schedules and communicates with DSSLs and Site Admin as required.
• Releases, monitors, tracks, follow up and submits teaching evaluation & assessment forms in one45 for all VFMP students enrolled in Psychiatry Year 3 & Year 4 electives; referring more complex issues to the Program Director or SEPM.
• Collects and tracks teaching sessions in Teaching and Tracking Payments system (TTPS) for teaching payments, acts as point of contact for inquiries related to undergrad teaching tracking; liaises with UGE Dean’s Office on alternate payment methods outside of TTPS when needed.
• Collects, compiles & distributes materials for UGE teaching and student awards, tracks awards; prepares and distributes recipients list to the Program, Department and/or UGEME Dean’s Office as needed.
• Assists with developing and maintaining Psychiatry Teaching Resources site on Canvas and Entrada; provides system access to faculty, residents and staff.
• Prepares and provides reports for the SEPM, Program Directors, Department and the UGME Dean's Office as needed; reviews data and reports compiled by the FoM Evaluation Studies Unit and shares any feedback or insights with SEP Manager and Program Director; maintains and updates Standard Operations Manuel.
• Supports Resident Medical Education Elective by liaises with clinical group regarding teaching assessment and with Psychiatry PGE Education Coordinator on elective supervision plan; schedules meetings and collect materials as required.
• Coordinates and participates in Department, FoM UGE meetings and any other ad hoc meetings as required; provides meeting support including taking attendance, drafting, preparing and distributing minutes, setting up meetings (in-person or virtual), ordering catering, troubleshooting VC issues.
• Coordinates Annual Education Retreat; assists with Undergraduate Program projects.
• Assists annual CaRMS interview material preparation and provides support on interview day (on-site or virtual); provides coverage for other team members as required.
• Performs other duties as required.

Consequence of Error/Judgement

Work is performed under broadly established general procedures, and requires initiative and good judgment to plan and complete recurring procedures independently and within established timelines and deadlines. This position must incorporate knowledge of the University, Faculty, and Department policies and procedures. Failure to perform job duties appropriately and maintain a high level of accuracy could threaten accreditation. Scheduling errors could result in loss of valuable physician time and missed learning opportunities for medical students or other learners.

Supervision Received

This position reports to the Senior Education Programs Manager (SEPM) and works under the general direction of the SEPM, UGE Program Director. After initial instruction, the incumbent is expected to work independently, consulting with the Senior Education Programs Manager and/or UGE Program Director as appropriate on new or unusual situations. Accountable to SEPM for meeting position expectations.

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