Program Assistant – AFC Thrombosis Fellowship Training Program

Job Summary

Our newly created UBC Area of Focused Practice (AFC) Thrombosis Program is a one-year subspecialty training program for post-graduate medical trainees with certification in Internal Medicine or Emergency Medicine, starting in July, 2024.

1-2 trainees will be enrolled in the program at any given time.

The Program Administrator will be responsible for all administrative tasks of the AFC program and provision of administrative support to the Program Director.

Organizational Status

Works directly for and is supervised by the Program Director. Activities require interaction with faculty, affiliates, residents, university and hospital staff, research staff, fellows and medical students, community health professionals, industry, PGME office, and the Royal College of Physicians and Surgeons of Canada (RCPSC).

Work Performed

• Coordinates the yearly applicant selection process by handling application material, ensuring completeness of applicant files, corresponding with applicants to arrange interviews, and liaising with selection committee members.
• Coordinates formal enrollment of new fellows into the training program and payment of AFC enrollment fees through collaboration with the UBC PGME office.
• Facilitates onboarding and credentialling of newly enrolled fellows, by ensuring they have completed all relevant enrollment requirements per UBC PGME, acquired hospital / EMR access at all training sites, and have received relevant orientation documentation.
• Facilitates onboarding of internationally-sponsored (Visa) medical trainees, by coordinating with the UBC PGME and sponsoring agency to ensure all relevant documentation and immigration forms are completed prior start of training.
• Prepares and coordinates clinical / rotation schedules for each fellow prior to the start of the academic year, through collaboration with the Program Director and educational site leads.
• Distributes monthly end-of block evaluations to fellows and attendings via One45 software, ensures timely completion of evaluations, and maintains related records.
• Schedules and attends quarterly AFC Program Committee and Competency Committee meetings, maintains meeting minutes, and promptly distributes the minutes to relevant stakeholders.
• Schedules quarterly performance meetings between each Fellow and the Program Director.
• Attends UBC AFC Program Director’s meetings whenever the Program Director is unavailable (at most 4-6 times per year).
• Schedules and attends a yearly program retreat / meeting for all trainees and faculty in the program.
• Assists the fellow with application for AFC Diploma near completion of training, and collaborates with PGME and the RCPSC as needed for acquisition of the Diploma.
• Completes and maintains documentation as required by the RCPSC.
• Updates information for regular Royal College program reviews.

Consequence of Error / Judgement

The complex situation of working with a newly developed AFC training program requires exceptional judgment and communication skills.

As this is a newly developed training program, we anticipate some degree of troubleshooting and continuous quality improvement especially during the first 1-2 years of the program.

It is expected that the Program Administrator will carry the competencies to complete work tasks independently. Work is reviewed by the Program Director, who is a busy clinician and is involved in many academic activities.

Timely and accurate decisions may need to be made independently by the program assistant in order to facilitate work progress in all program related matters.

Because of the complex work environment, errors can affect numerous services and individuals.

Supervision Received

Works independently and reports to the Program Director.

Supervision Given

No supervision given.

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 in administration of a post-graduate clinical training program (preferably within UBC).
• Experience working with / collaborating with a Post-Graduate Dean’s Office
• Understanding of the function / structure of post-graduate training programs.
• Previous experience working with medical residents / fellows and physicians.
• Competent in the use and application of One45 evaluation software.
• Ability to exercise good judgment and discretion based on understanding of Divisional, University, Hospital, and PARBC policies.
• Training in secretarial skills and medical office practices and terminology.
• Experience and knowledge of Zoom, Microsoft Word, Excel, Power-point (familiarity only) and the internet are essential, as well as comfort with learning new computer skills.
• Strong verbal and written communication skills
• Ability to adapt quickly to an ever changing environment and flexibility.
30+ days ago