Postgraduate Scheduling Assistant

Job Summary

The position provides administrative support for the Postgraduate Education Program in the Department of Medicine at the Vancouver General Hospital Site. The Internal Medicine Training Program is the largest centralized program in the Faculty of Medicine with 50+ new positions available each year making this program the second largest in the country. The position is responsible for overseeing all of the academic curriculum of the program, inclusive of events and examinations.

This position is also responsible for supporting the Internal Medicine Training Program’s three Lead Medical Residents at the core teaching sites on the Lower Mainland in the creation of Clinical Teaching Unit (CTU) and Cross Coverage call schedules each month. The complexities of a program this large are many and operational requirements are at a constant high level demanding a strong understanding of the systems and policies within the Program, Faculty of Medicine, UBC and Resident Doctors of BC. This position is responsible for dealing with sensitive and confidential issues as well as exercising judgment and tact when dealing with many situations.

Organization Status

The position reports directly to the Vancouver Program Manager and supervised by the Program Coordinator. The incumbent takes work direction and provides program support to the Program Director and Associate Program Director, Curriculum Development. The position interacts with Internal Medicine Associate Program Directors, Faculty, Residents and the Faculty of Medicine Postgraduate Deans' Office. They also provide support to the Lead Medical Residents at Royal Columbian, St. Paul’s, and Vancouver General Hospitals.

Worked Performed

Academic Curriculum:

- Supports with all logistics for Academic Half Day sessions, maintains the PGY1–3 Curriculum calendar, confirms speakers and topics, ensures facilities and speaker needs are arranged and oversees timely posting of presentations and videos to Entrada.

- Oversees all aspects of the Educational Curriculum Committee (ECC), including scheduling meetings and managing membership in consultation with the Associate Program Director, Curriculum Development.

- Plans, organizes, and leads six annual Objective Structured Clinical Examinations (OSCEs) and Crucial Conversations (CC) exams, including scheduling, examiner recruitment, room bookings, station preparation, coordinating standardized patients and volunteer patients, and distributing resident and examiner schedules.

- Coordinates and schedules resident review meetings with the Program Director and Associate Program Directors, with a goal of two reviews per resident each academic year.

- Assists Associate PGY 4 Program Director with coordination of PGY4 Journal Clubs, organizes PGY4 didactic and simulation sessions, provides administrative support for PGY4 Orientation, and assists the Program Director with PGY4 graduation dinner arrangements.

Clinical Teaching Unit (CTU) and Cross Coverage Scheduling

- Creates monthly contact databases for students and residents at VGH, SPH, and RCH as the foundation for CTU schedule development, collecting information from multiple sources to ensure complete and accurate data.

• Prepares and distributes monthly CTU call request forms to residents and students and follows up as needed to ensure all information is complete.
• Assists Lead Resident with CTU final formatting and circulation of schedules to all residents and medical students.

- Surveys residents monthly for eligibility for Cross Coverage scheduling and call requests.

• Follows up as needed to ensure complete information and cross-checks the master rotation schedule for accuracy.
• Uses the collected information to draft the Cross Coverage schedule and works with the LMRs to finalize it before release.

General Administrative Support:

- Coordinates new hospital ID’s for incoming residents annually.

- Assists with and attends all special events as needed, including Annual Resident BBQ, Resident Research Day, Boot Camp, Resident Orientation, CaRMS, accreditation, ACP Exam and any other program events that develop.

- Works with the Global Health Associate Program Director on all aspects of the Global Health Project, including resident interviews, info sessions and pre-departure meetings, licensing requirements, and documentation.

- Provides program and administrative support to the Provincial Program Manager with annual month-long Boot Camp.

- Assists Vancouver Manager with annual Winter Retreat.

- Maintains and updates the job procedures manual as needed.

- In charge of Advance Room Bookings for the programs academic sessions and meetings.

- Performs other related tasks and projects as required.

Consequence of Error/Judgement

This position must work with tact, discretion, and confidentiality concerning resident records and personal information. The Senior Program Assistant is expected to exercise tact and discretion when responding to inquiries from external agencies and individuals and is expected to consult with the Vancouver Manager on complex issues. Consequences of indiscretion and unprofessional attitude could reflect negatively on the Internal Medicine Program, PGME Dean’s Office, the Faculty of Medicine, and the University.

Supervision Received

Work is done primarily independently. However, consults the Vancouver Program Manager or Program Coordinator with new or complex problems.

Supervision Given

No formal supervision is given, but the role may assist in training new staff on work procedures and may oversee the work of students or temporary staff.

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

• Experience developing and coordinating complex schedules. For example, balancing program requirements, individual requests, eligibility requirements and competing priorities while maintaining fairness, accuracy, and established guidelines.
• Experience coordinating examinations, assessments, educational events or other large-scale academic activities. For example, managing multiple logistical requirements and stakeholders.
• Experience working with large volumes of information from multiple sources, with demonstrated ability to verify information, identify discrepancies and maintain accurate records and schedules.
• Experience coordinating and communicating with multiple stakeholders, including physicians, residents, fellows, students and administrative staff.
• Experience working in a healthcare, medical education, post-secondary or complex academic environment preferred.
• Strong computer skills are required, including intermediate proficiency in Word, Excel and Outlook and experience using Zoom and One45.
• The role requires excellent communication, interpersonal and organizational skills; the ability to prioritize, multitask, meet deadlines and maintain accuracy; and the ability to exercise tact and discretion.
• Candidates must be able to work independently and as part of a team, take and transcribe minutes and work a flexible schedule, including early-morning or occasional evening meetings.