Sr Program Assistant PGME (Pediatrics and Internal Medicine)

Job Summary

The UBC Faculty of Medicine provides medical training to more than 3,400 undergraduate, graduate and postgraduate learners.

The educational programs span multiple training sites and are distributed to clinical academic campuses and affiliated regional centers across the province.

This role provides administrative and program support for the planning and delivery of Pediatric postgraduate medical education, providing support to postgraduate medical learners (residents) on rotations at Surrey Memorial Hospital (SMH), and support to other residents at other community-based Fraser Health Authority (FHA) Hospitals.

Responsibilities include significant complex scheduling, preparing program documentation and learning materials, and corresponding with teachers.

The incumbent plays a key role in ensuring the smooth delivery of Pediatric postgraduate medical education in SMH, and works with a view to streamline and improve processes.

This position oversees many aspects of medical training, information, and education including focused support for Internal Medicine residency.

The incumbent will provide onboarding support for residents new to SMH and act as a point person for any issues associated with residents’ rotations while at SMH along with those learning at community-based hospitals in FHA.

The position will communicate and administer all onboarding functions and processes related to PGME residents. This role interacts independently with residents, clinical faculty and staff, community preceptors, medical office assistants and hospital administrators throughout the Fraser Health Authority, UBC Undergraduate and Postgraduate departments in the Faculty of Medicine, and, other healthcare professionals.

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.

This position has the option of a hybrid work arrangement and is located at Surrey Memorial Hospital (SMH) in Surrey.

Organizational Status

This position reports directly to the Administrative Manager, Fraser and has a functional dotted line reporting to the Program Manager, Undergraduate and Postgraduate Medical Education, UBC Department of Pediatrics and Education Manager UBC Department of Medicine.

The incumbent will take direction from the Fraser-based Program Directors, UBC Department of Pediatrics and Department of Medicine.

Work Performed

• Provides support to postgraduate medical learners (residents) on rotations at Surrey Memorial Hospital (SMH).
• Responds to resident rotation enquiries and interprets guidelines, policies and procedures. Triages inquiries to appropriate UBC and Fraser Health Authority contacts as needed.
• Provide onboarding support for residents new to SMH and act as a point person for any issues associated with residents’ rotations while at SMH.
• Connects residents and SMH faculty to UBC Postgraduate Medical Education and UBC Postgraduate Program resources.
• Liaises and collaborates with UBC Postgraduate Programs and SMH personnel to ensure residents are well supported while on rotation at SMH.
• Prepares, updates and formats rotation manuals and works with Rotation Leads to ensure accurate orientation manuals.
• Prepares and updates the SMH Resident Site Manual with the Administrative Manager, Fraser.
• Provides rotation orientation materials and onboarding support as requested.
• Manage the elective requests for various departments and coordinate the requests with the respective preceptors.

Community Hospitals in FHA

• Prepares and updates the FHA Resident Site Manual with the Administrative Manager, Fraser.
• Provides rotation orientation materials and onboarding support as requested.
• Liaises and collaborates with UBC Postgraduate Programs and SMH personnel to ensure residents are well supported while on rotation at community-based hospitals in FHA
• Liaison and first point of contact for all new / existing approved onboarding clinical placements in Community Hospitals in FHA.
• Works with FHA staff to ensure residents possess the proper documentation required prior to onboarding in Fraser hospital locations without dedicated PGME support.
• Performs data compilation, analysis, background research to compile reports as required.

Administration :

• Performs duties related to supporting the development of the Pediatric education programs in Fraser in collaboration with the UBC Department of Pediatrics, UBC Postgraduate Dean s Office, and the UBC Regional Administrative Office
• Interprets guidelines, policies and procedures pertaining to Pediatric medical education enquiries of a non-routine and routine nature
• Provides updates on learner issues or problems to the appropriate Program Director / DSSL, suggesting solutions to problems as required
• Collaborates with the Fraser Site Director, Pediatrics to create program policies and procedures
• Assists as required to prepare for Accreditation reviews. This may include compiling data for reporting and providing documentation, surveys, and reviews
• Maintains learner records, personnel files, attendance records, correspondence and licenses
• Assists the Fraser PD with the CaRMS selection process

Assessment and Evaluation :

• Prepares and coordinates evaluations for review by the Program Director / DSSL, including corresponding with preceptors and forwarding evaluations for review
• Distributes and monitors learner evaluations using One45

Scheduling :

• Assists the Program Director / DSSL with planning complex and significant scheduling, and resource management by preparing schedules, documentation and corresponding with lecturers and preceptors
• Arranges didactic teaching and mandatory courses for learners and maintains course information in the database
• Assigns, coordinates, and tracks all aspects of the learners’ clinical rotations, vacations / sick time, evaluations, conference information and contact information using One45.

Assists learners and preceptors with troubleshooting One45, and enters new learner information as required

• Prepares and coordinates the complex scheduling of learners. This includes liaising with external and internal stakeholders including hospital services, postgraduate and undergraduate programs
• Liaises regularly with learners, preceptors, facilitators and lecturers to coordinate any scheduling changes. Maintains learner schedules, call schedules, and Pediatric resident rounds at both SMH and RCH
• Arranges electives as required

Finance :

• Coordinates financial expenses such as didactic teaching, teaching with CTO patient care, and resident activity funds. This includes preparing various financial transactions in Workday.
• Prepares and submits requests for Faculty payments using teaching tracking information in schedules and One45 through appropriate financial systems and processes
• Confirms and submits resident requests for stat holiday reimbursement in the Resident Management System (RMS)

Administration and Scheduling :

• Assists the Program Director / DSSL with planning complex and significant scheduling, and resource management by preparing schedules, documentation and corresponding with lecturers and preceptors
• Arranges didactic teaching and mandatory courses for learners and maintains course information in the database
• Prepares and coordinates the complex scheduling of learners for the CTU. This includes liaising with external and internal stakeholders including hospital services, postgraduate and undergraduate programs
• Coordinates learning events including room booking, equipment procurement, confirming guests and attendees, and distribution of associated material
• Maintains and updates procedures manual for the position
• Makes recommendations for process improvements and participates in the implementation of new systems and processes.
• Participates in the invigilation of exams as required
• Coordinates standing and ad hoc meetings as required, including ordering catering, records, transcribes, and distributes minutes and agendas
• Requests videoconferencing or teleconferencing rooms as required. Provides support and troubleshooting for room requests and equipment such as videoconferencing
• Performs other duties as required

Consequence of Error / Judgement

The Sr Program Assistant PGME (Pediatrics and Internal Medicine), is expected to exercise professional judgement and extreme discretion when dealing with issues surrounding postgraduate medical education.

Errors in scheduling could have considerable impact on program delivery, faculty, and learner satisfaction. It is important that learners are given accurate information regarding their programs;

mistakes can have a long-term impact on their training and certification. The position must work with tact, discretion, and confidentiality concerning learner records and personal information.

Errors in judgement or ineffective communication could have a negative impact on the Faculty of Medicine and the University resulting in legal action, negative public relations, financial costs, and loss of credibility.

Supervision Received

This position reports directly to the Administrative Manager, Fraser and has a functional dotted line reporting to the Program Manager, Undergraduate and Postgraduate Medical Education, UBC Department of Pediatrics and Education Manager UBC Department of Medicine.

The incumbent will take direction from the Fraser-based Program Directors, UBC Department of Pediatrics. and Department of Medicine.

This position is expected to work independently with minimal guidance, and works closely with Program Directors, Education / Program Managers, Program Coordinators, Program Assistants, and preceptors.

This position also interacts with outside agencies such as the Fraser Health Authority and The College of Physicians and Surgeons of British Columbia.

Supervision Given

None.

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

• Undergraduate degree in a relevant discipline preferred.
• Relevant UBC experience preferred. Experience in Postgraduate Medical Education is highly desirable.
• Prior experience with One45 an asset.
• Ability to exercise confidentiality, tact and discretion.
• Ability to accurately maintain Outlook calendars, and schedule appropriate appointments.
• Ability to communicate effectively verbally and in writing. Highly effective interpersonal and organizational skills.
• Ability to deal with a diverse group of people in a calm, courteous and effective manner.
• Flexibility with a can-do attitude and comfortable working in a changing environment.
• Ability to develop and maintain cooperative and productive working relationships.
• Ability to take and transcribe minutes, or other dictated materials.
• Ability to maintain accuracy and attention to detail.
• Ability to handle large volumes of paperwork during peak periods.
• Ability to effectively use at an intermediate to advanced level, MS Office Suite (Word, Excel, PowerPoint), MS Outlook and SharePoint.
• Ability to exercise independent judgment and interpretation of information.
• Ability to effectively manage multiple tasks and priorities.
• Able to work under pressure in a fast-paced, high volume environment with critical deadlines.
• Ability to respond appropriately to inquiries in person, on the phone and in writing; make appropriate referrals.
• Ability to demonstrate initiative, work independently and in a team environment.
• Ability to work after regular hours as required.
9 days ago