Program Assistant

Job Summary

UBC Health is in the process of establishing a Centre for Innovation in Collaborative Health Education and Team-Based Care. The goal is to create a first-of-its-kind provincial centre, providing an opportunity for students, educators, healthcare professionals, researchers, and patients to work together to improve the quality of healthcare delivery through innovations in interprofessional learning, team-based care, and research. A core component of the centre will be a new, purpose-built team-based care teaching clinic in the Gateway building on the UBC Point Grey campus.

As an integrated member of UBC Health, the Program Assistant will provide administrative and programming support for the Centre’s education, quality improvement (QI), evaluation and research programs, much of which will take place in the Gateway teaching clinic. The position works collaboratively with members of the Centre and Gateway teaching clinic to coordinate learners, support events, initiatives and general clerical and administrative tasks as assigned.

Organizational Status

UBC Health is responsible for driving the vision of the Vice-President, Health portfolio by promoting an integrated approach to collaboration amongst all health programs at UBC, within and across campuses and distributed sites, and with health sector partners. UBC Health has a mandate to enable and enhance interprofessional and collaborative health education and research to train people, develop knowledge, and shape policy, seeking to address inequities and improve the systems that produce health.

UBC Health senior leadership will provide strategic guidance on the education and research programming that takes place within the Centre and teaching clinic. The Program Assistant will report to the Program Manager. The incumbent works in close collaboration with other members of the UBC Health team and the Gateway teaching clinic, as well as learners, faculty and staff members from various academic units, and a wide range of partners internal and external to UBC, including individual patients, caregivers, and non-profit organizations across the Lower Mainland and throughout BC.

Work Performed

As the Centre and teaching clinic are newly developing initiatives, the successful candidate will contribute to the development, documentation, and implementation of the administrative procedures employed at the Centre and teaching clinic. Over time, the procedures will be evaluated and iterated to facilitate effective team-based programming.

Major responsibilities include :

Provide administrative and logistical support for education, QI, evaluation, and research programs and initiatives.

Assist with the development, documentation and maintenance of a broad range of knowledge around Gateway programs and UBC administrative procedures and policies.

Act as the first point of contact for external and internal inquiries about the Gateway Centre as well as the teaching clinic’s education and research programming. Communication may be written, verbal or in-person.

Support the Gateway team with non-clinical calendar scheduling including planning meetings, scheduling learner placements and education activities, as well as protected time for QI, evaluation and research initiatives.

Guided by the Program Manager, liaise and coordinate with health professions programs to facilitate learner placements at the Gateway teaching clinic including program evaluation, assessment processes, and maintaining records of all program activities.

Under the direction of the Program Manager and in collaboration with the Research Coordinator, assist with the preparation of applications and reports to Faculty and grant-awarding offices including the collection and compilation of relevant grant information, research budgets, statistics and curriculum vitae.

In support of the Gateway teaching clinic’s QI, research and evaluation program, assist in basic collection of data and statistics from various sources, support team members to organize and present information in an appropriate format including written reports, tables, and spreadsheets.

Prepare meeting agendas and other supporting documents. Take accurate and effective meeting minutes.

Assist with the planning of special projects and research-related events.

Coordinate travel arrangements for team members, arrange registration and collect essential information for conference / meeting attendance (including agenda background documentation, other required documents, etc.).

Maintain filing systems and support documentation and upkeep of the program’s administrative systems (i.e. Workday, HSPnet, Canvas).

Coordinate and monitor program expenses. reconcile credit card statements.

In collaboration with the Administrator, create basic financial reports and develop and maintain systems to track expenses and funding, including with partners on co-sponsored events, conferences and projects.

Perform other related duties, as required.

Consequence of Error / Judgement

The Program Assistant role is essential to the effective administration of the Gateway Centre and teaching clinic’s education programming and QI, evaluation and research initiatives. Work is performed in accordance with established procedures and well-defined standard practices. The Program Assistant is required to exercise professional judgment and initiative while undertaking all responsibilities and developing relationships. Inappropriate actions, errors in performance or indiscretions in judgment can have negative impact on the program and the University, and may result in legal action, negative public relations, financial repercussions, and loss of credibility in the department’s ability to demonstrate value in the areas of collaborative health education, research and health systems.

Supervision Received

Reports directly to the Program Manager. Works independently and interdependently in various settings. The incumbent must be self-directed and able to manage and work independently.

Supervision Given

May occasionally train new staff and Work Learn students in general work procedures and processes.

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

Equivalent combination of education and experience in program operations and administration would be an asset. A related undergraduate degree in Health Sciences is preferred. Prior knowledge and understanding of UBC policies, procedures, and instructions are also assets.

Understands and has experience with key program concepts such as team-based care, interprofessional education, and continuous quality improvement or approaches for integrating knowledge into practice.

Demonstrates commitment to lifelong learning by continuing to develop the technical and professional skills needed now and in the future.

Demonstrated ability to work independently and in a team environment, collaborating effectively, both in-person and virtually, with a diverse team in a complex environment.

Demonstrated understanding and ability to provide administrative and logistical support for evaluation and research initiatives that advance collaborative health education and practice.

Proven ability to devise and propose meaningful changes to optimize performance and services provided, such as ways to foster improved relationships and connection.

Ability to learn, adapt and utilize health and learning technologies (e.g. electronic health record, learner / learning management systems) effectively in a rapidly changing health system and health professions education program.

Acts as a resource and mentor for new team members and learners.

Strong, open communication with proven ability to communicate effectively and in a professional manner, both verbally and in writing.

Proven ability to develop and maintain cooperative and productive working relationships.

Ability to exercise diplomacy and sound judgment when interpreting information and making decisions or recommendations.

Ability to prioritize and work effectively under pressure to meet deadlines.

Experience using Microsoft Office including Outlook, Word, Excel, PowerPoint at an intermediate level.

Experience with the following are assets : HSPnet, Qualtrics or other survey platforms, Canvas or other learning management systems.

Ability to use video and web conferencing technologies (e.g. Zoom, Microsoft Teams, etc.) for meetings.

Ability to travel on occasion within the Lower Mainland to attend meetings as required.