VFMP Hospital Sites Senior Program AssistantThe University of British Columbia • New Westminster, BC, CA
VFMP Hospital Sites Senior Program Assistant
The University of British Columbia • New Westminster, BC, CA
2 days ago
Job type
- Full-time
Job descriptionOrganizational Status As part of the VFMP, this position reports to the Senior Manager, VFMP. They will work closely and collaboratively with the our Fraser team, Clinical Skills and Patient Programs team and UBC VFMP staff and faculty, respective UBC Departments and Directors, and other distributed staff in the region. The incumbent liaises regularly with staff and faculty in affiliate hospitals across the Vancouver-Fraser region to ensure consistent delivery of MD education across clinical sites and years. Work Performed Organizes and assists with scheduling academic teaching sessions (in-person, virtual and hybrid) including room bookings as per the Faculty of Medicine room schedule Coordinates activities for on-site Clinical Skills and SIM teaching sessions including recruiting tutors, communicating with patient recruiters, booking appropriate rooms, taking attendance, and performing set-up and take downs for each session Acts as a primary on-site contact and resource for the teaching faculty and patients (Standardized Patients, Volunteer Patients and Clinical Teaching Associates), to meet and welcome them and answer queries relating to their participation in the teaching session. Ensure that all appropriate medical supplies and equipment necessary for clinical experiences are stocked and available in the SIM rooms for scheduled educational sessions Corresponds with students, tutors, and patients to confirm session details and distribute learning materials for Clinical Experiences teaching sessions. Supports classroom-based sessions (such as academic half-days, TIPP, Family Medicine seminars, portfolio) including assisting faculty, patients and external partners in a prompt and helpful manner and prepared to respond with little or no notice Provides support and troubleshooting for issues related to audio-visual and other equipment; respond to and resolve issues as they arise Coordinates on-site faculty development sessions at Vancouver or Fraser hospital sites in collaboration with the Vancouver-Fraser faculty development team Participates in curriculum planning and debrief meetings to present site-specific feedback and evaluation. Prepares and coordinates scheduling, including recruitment and administrative support for Year 3 and 4 UBC students and Out-of-Province (both International and Canadian) rotational and elective students in the MD undergraduate on-site; works in collaboration with UBC departments to coordinate schedules and other tasks as appropriate; Coordinates the site schedule of all undergrad students on site and tracks via one45, as required. Fulfills responsibilities as an elective owner with One45 as per the elective guidelines for UBC and visiting students Liaises with the UBC Visiting Student Elective Program (VSEP) regarding any changes to visiting student elective placements, elective offerings, or issues arising while on placement. Liaises with clinical departments and preceptors for accepting additional trainees and verifies rotation capacity. Tracks capacity placement for year 4 electives at the incumbent’s main site for undergraduate MD students Support development / organization / implementation / administration of pilots and new electives in FHA Responds to and redirects inquiries regarding non-UBC affiliated educational experiences (such as observerships and independent elective requests), referring to the appropriate process and policies and identifying issues as they arise Supports facility requests and needs at Fraser hospital sites in coordination with the Team Lead, Fraser, FoM Facilities team and relevant Fraser Health representatives. Participates as a member of the Health & Safety representative role for RCH or SMH as required, including completion of required training and regular meeting attendance. Attends UBC medical education program and site Medical Education Committee meetings as required and follows up on action items as appropriate Supports the accreditation processes by identifying areas of risk and providing recommendations to their manager; contributes to accreditation documentation; coordinates logistical aspects of accreditation visits Maintains an up-to-date, detailed site-specific job manual for this position. Performs other duties related to the position and site as required across Fraser hospital sites, must be prepared to travel within the Greater Vancouver region and work some evenings or weekends during the academic year. Supervision Received Duties are performed independently as required, under minimal supervision from the Senior Manager, VFMPr. The incumbent will also take direction from theTeam lead, Fraser and the Manager, Patient Programs. Supervision Given Is not required to supervise; may explain work procedures to new or inexperienced 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 Office and administrative experience preferred. Relevant UBC experience preferred. Experience with One45 is an asset. Knowledge of web-based scheduling programs and online course delivery is an asset. Ability to effectively use Outlook, MS Office suite and database software at an intermediate level. Ability to use SharePoint and Adobe Pro. Ability to communicate effectively verbally and in writing. Ability to make thoughtful, informed, and thorough decisions. Ability to exercise sound judgment on a daily basis, including determining nature and urgency of inquiries and issues and triaging appropriately. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to exercise high level of tact and discretion, project a positive image and be diplomatic in stressful situations while, maintaining confidentiality in dealing with faculty, staff and learners. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to effectively manage multiple tasks and priorities. Ability to work effectively independently and in a team environment. Ability to work effectively with minimal supervision. Ability to work under pressure in a fast paced, high-volume environment with critical deadlines. Ability to gather, record, and organize information. Ability to determine the nature and urgency of inquiries and issues, and triage appropriately. Strong ability to accurately maintain electronic calendars, reconcile scheduling conflicts, coordinate meetings with a large number of attendees and schedule the days’ activities appropriately. Highly effective interpersonal and organizational skills. Flexibility and “can-do” attitude. Ability to adapt to changing environments and systems.
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VFMP Hospital Sites Senior Program Assistant • New Westminster, BC, CA
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