Postgraduate Program Coordinator

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Educational Programming, Level A

Job Title

Postgraduate Program Coordinator

Department

Postgraduate Medical Education Support Department of Medicine Faculty of Medicine

Compensation Range

$4,826.17 - $6,933.92 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position.

In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

July 5, 2024

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

Job End Date

Aug 4, 2025

This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

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 Description Summary

The position provides operational management for scheduling and advising residents in the Postgraduate Education Program in the Department of Medicine s Internal Medicine Training Program.

Residents are physicians who have completed 4 years of medical school and have received their MD and are now training for further specialization in General Internal Medicine and may go on to train in sub-specialties.

The Internal Medicine Training Program is the largest centralized program in the Faculty of Medicine and the second largest Internal Medicine Training Program in Canada.

With this comes a complexity that is unique to the Department of Medicine and this position in particular.

The responsibilities of dealing with the day to day operational requirements of such a large program are at a high level and involve a strong understanding of the relationships between the numerous teaching hospitals, regional / community sites, and the Faculty of Medicine.

A strong knowledge base along with effective organization and communication skills is required in order to effectively support the training program in an efficient manner.

This position interacts with Departmental Division Heads / Service Heads, Postgraduate Dean’s Office and other Program Administrators within the Faculty of Medicine.

This position also corresponds with outside agencies - College of Physicians & Surgeons of BC, Canadian Medical Protective Association, Canadian Provincial national licensing bodies, Royal College of Physicians & Surgeons of Canada and Expansion Site Administrators.

Successful planning, decision- making and implementation involve a unique understanding of the complexities and numerous issues that are part of a large, diverse program.

This position is responsible for and has the autonomy to make decisions on and leads the program in the components of scheduling, events, and resident advising.

Organizational Status

The position reports directly to the Postgraduate Program Manager, Postgraduate Program Director and Associate Program Directors.

Work Performed

Administration :

Responsible for the creation, from start to final release, of the entire master rotation schedule and managing the scheduling assignments of PGY 1-4 Medical Residents to 9 major affiliated teaching sites within 70+ rotations;

independently schedules 2400+ rotations with an extremely high level of complexity and makes the final decisions on rotation changes.

Liaises and negotiates with faculty, UBC departments, hospital personnel, and residents regarding policies, rotations, and schedules.

Manages and resolves any unusual scheduling issues as warranted.

• Has discretion in making decisions that determine flow of schedule. Fully responsible for exercising judgment and discretion when determining ongoing scheduling changes.
• Responsible for managing the assignment and coordination of 150+ external resident rotations from Anesthesia, Surgery, Emergency Medicine, Pathology, Radiation Oncology, and other disciplines as needed.
• Manages the operation of the cross-coverage schedule. This is a complex emergency on-call coverage system different from resident rotation schedules for the clinical teaching units which requires ongoing communication with Service Heads to ensure residents are allowed post-call leave the following day.
• Responsible for ensuring online schedules are up-to-date and posted accordingly. Responsible for management and maintenance of Site Contact lists for 70+ rotations.
• Performs other related duties and participates in projects as required.

Residents :

Writes, develops, and maintains systems for streamlining processes for residents. This includes directing and advising residents on appropriate systems such as request for vacation change, rotation change, policy change, resident guidelines, and etc.

Resolves new and unusual issues as needed.

Lead resident resource / advisor and information source regarding program related issues. Holds final authority / decision making responsibility for scheduling change request policy enforcement across the program.

Trains and manages the Program Assistant and Administrative Assistants in this aspect of the program.

• Responsible for planning and delivery of curriculum events as required.
• Manages the processes and procedures associated with out of province electives and research electives. Advises and directs residents on appropriate processes and procedures.
• Writes, reviews, and edits Fellow Application reference letters which impact the career advancement of residents on behalf of the Program Director.

Advises the Program Director as needed.

Program :

Royal College Accreditation Review and Internal Reviews. Works with Program Manager with respect to Royal College Accreditation surveys or any related internal reviews.

Is responsible for writing a portion of the documentation as well as meeting with the Internal Reviewers and the Royal College Reviewers.

As full accreditation is necessary for the program to function, it is important that all aspects of documentation are clear, concise, and relevant.

• Assists with invigilation of educational exams / simulated sessions such as Goals of Care and Crucial Conversation sessions
• Coordinates all aspects of the Quarterly Sub-Specialty Committee meetings.
• Delivers the orientation and invigilation of educational exams, both oral and written including the ACP In-Training exam.
• Is an active voting member of the Residency Training Committee and provides input into related areas as needed.
• Plans and coordinates all aspects of the Annual Resident Welcome Barbeque.
• Liaises with the Postgraduate Dean s Office, Royal College of Physicians and Surgeons of Canada, College of Physicians and Surgeons of BC, and other departments in the Faculty of Medicine.
• Ensures requirements of the Royal College of Physicians and Surgeons of Canada are adhered to.
• Participates in the development and implementation of new systems to ensure quality control within the program.
• Works in conjunction with the Program Manager on implementing program changes.
• Advises Program Director and Program Manager of ongoing issues within the program.
• Responsible for all aspects of the Postgraduate Education Program in the absence of the Program Manager.
• Performs other duties as required.

Finance :

Advises the Program Assistant and Administrative Assistants on policies and procedures to process requisitions related to the Resident Activity Account.

Advises residents on eligibility pertaining to resident reimbursements. .

Responsible for ensuring that the Postgraduate Education Funding formula is followed.

Supervision :

Active participant in the recruitment, supervision, training, performance management, and discipline of the Program Assistant and Administrative Assistants (CUPE 2950 staff).

Manages Program Assistant and Administrative Assistants in the areas of scheduling, finance related to the resident activity fund and resident advising.

Provides Program Assistant and Administrative Assistants with performance feedback in these areas.

• Responsible for management and workflow of Program Assistant.
• Provides input to the Education Manager on performance reviews.

Supervision Received

Work is done independently. Consults the Program Manager and Program Director on matters of an unusual nature as required.

Supervision Given

This position is responsible for managing and training CUPE 2950 staff in the areas of schedule delivery and resident advising including managing work study students.

Manages work flow, monitors output, and provides feedback, as necessary, to the Education Manager.

Minimum Qualifications

• University degree in a relevant discipline. Minimum of two years of related experience, or the 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

Undergraduate degree in a relevant discipline.Post-secondary education degree with emphasis on business practices and / or education preferred.

Experience working in a postgraduate training setting and experience with UBC policies, procedures preferred Ability to be thorough, accurate, and have a high level of attention to detail.

Ability to communicate effectively verbally and in writing.Ability to exercise sound judgment.Ability to provide quality service to customers in a courteous, patient manner.

Ability to analyze problems, identify key information and issues, and effectively resolve.Ability to deal with a diversity of people in a calm, courteous, and effective manner.

Ability to exercise tact and discretion.Strong organizational, analytical, and interpersonal skills.Ability to work a flexible schedule including early morning meetings and evening and weekend events as required.

Ability to work effectively independently and in a team environment.Ability to travel between sites as needed.