PGME Fellowship Manager

Staff - Non Union

Job Category
M&P - AAPS

Job Profile
AAPS Salaried - Administration, Level B

Job Title
PGME Fellowship Manager

Department
Postgraduate Support | Medical Postgraduate | Faculty of Medicine

Compensation Range
$6,551.00 - $9,418.83 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
February 9, 2024

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

Job End Date

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

The UBC Faculty of Medicine, through its Office of Postgraduate Medical Education (PGME), provides postgraduate medical training in over 75 Royal College and Family Medicine residency training programs. In addition, it has accountability for Clinical Fellows, who are trainees that have completed their residency training and are returning to postgraduate medical education for an educational experience beyond certification requirements, and Postgraduate Trainees, who are pursuing further training in their own specialty but do not yet hold a specialist certification. Clinical Fellowships are specialized training opportunities that are often very unique. Supporting both Clinical Fellows and Postgraduate Trainees are often complex due to varying types of training, external funding arrangements, appointments through different departments, and immigration and licensing requirements.  

Additionally, UBC PGME has a growing portfolio of Royal College of Physicians and Surgeons of Canada accredited Area of Focused Competence (AFC) Fellowship programs. All these programs span multiple training sites and clinical academic campuses and affiliated regional centres across the province.

The Fellowship Manager is responsible for managing a broad range of functions, resources, staff and systems in the Office of PGME as well as the day to day financial and administrative operation of Clinical Fellowship positions in the Postgraduate Deans Office. They will lead the administration of the portfolio and support the PGME Faculty Leads for Fellowships and Areas of Focused Competence (AFCs) in implementing strategic objectives. They will further work with the PGME Director of Administration, Associate Dean/Assistant Dean and Senior Manager, Learner Support and Senior Manager, Learning and Quality Improvement on strategic/financial planning initiatives. The position manages the Clinical Fellowship office (4 administrative staff) and leads the planning, development, administration, and continuous improvement initiatives for Fellowship programs. Clinical Fellows and Foreign Sponsored Trainees are key components of the healthcare workforce. As a result, this position comes with a high degree of sensitivity, they will be the first point of contact for foreign sponsoring directors and offices, Immigration services, UBC HR, foreign consulates, Departments and Health Authorities. In addition, the position is responsible for providing project and human resources management, creating and managing effective change management and communication plans, implementation of new systems and administrative processes, which will have a broad impact across PGME Fellowship programs.

Organizational Status

This position reports directly to the Senior Manager, Learner Support on a day-to-day basis, while exercising independent action in liaison with internal and external departments and agencies. This position will responsible for building and managing relationships with foreign agencies and sponsors.

This position directly supervises 4 unionized staff: 1 PGME Sponsored Trainee & Fellows Coordinator, 1 AFC Administrative Coordinator and 2 PGME Clinical Fellows Coordinators. This position will work collaboratively with other Postgraduate Programs and Department Leadership, Human Resources, Finance, and senior UBC FoM leadership.

Work Performed

-             Collaborates with PGME internal and external partners by making decisions and to support the Clinical Fellows portfolio, including Faculty of Medicine HR, Foreign sponsoring agents, UBC Immigration and Relocation Services, UBC Enrolment Services, and Immigration Refugees and Citizenship Canada.

-             Provides leadership to the fellows team in navigating immigration services external to Canada as well as foreign consulates, national sponsoring agents etc. whilst reconciling national platforms and programs with multiple internal and external deadlines.

-             Acts as a central point of contact for all communication with international sponsoring agencies and ensures compliance with sponsorship agreements and ongoing sponsored trainee reporting requirements.

-             Develops, manages and implements policies and procedures relating to Fellowships, whilst ensuring compliance to these policies and procedures and exercising judgment in overseeing this process

-             Works strategically with the Senior Manager, PGME on long-term planning for the Clinical Fellowships Office and managing the ongoing development and implementation of new administrative policies, procedures, systems of the Clinical Fellowship Office to improve the Office.

-             Manages and makes decisions on sensitive, complex and diverse issues involving foreign sponsors, Clinical Department leadership as well as Faculty of medicine leadership.

 -            Manages and implements CQI initiatives to improve the Clinical Fellowship Office in the context of the complex and diverse issues involving multiple internal and external partners.

-             Exercises initiative and sound judgment and decision-making to respond to issues and resolve problems at a high-level related to administration, finance, and human resources.

-             Oversees and is accountable for the management of timely processing and effective systems for processing and changing, with ongoing process evaluation using feedback, independent judgement and decision making to ensure that Fellowship administration runs as seamlessly as possible. Updating and overhauling processes where appropriate is based on evidence and feedback to improve the efficiency and effectiveness of these systems

-             Provides support and oversight to trainees and programs through the application and onboarding process for Clinical Fellowships, Postgraduate Trainees, Area of Focused Competence (AFC) Fellowships and Foreign Sponsored/Visa Trainees. Often the processes involved are complex with many steps involved. This is high stakes work and requires significant oversight given that gaps/errors here could lead to having to pull trainees from clinical service which may have impacts on patient care.

-             Oversees the integrity and accuracy of the official Clinical Fellow record via the Clinical Fellow Module on the Resident Management System (RMS). Often there are challenges involved in the tracking of Clinical Fellows and other postgraduate trainees. It is expected that the incumbent will lead on and be accountable for making improvements to recording keeping whilst also navigating internal and external stakeholders’ requirements i.e UBC HR, Immigration services, foreign consulates, sponsoring agents, Health Authorities etc.

-             Responsible for the quality and improvement of the records management process and polices and determining best practices and effectiveness. Ensures that the Clinical Fellows team (currently 4 administrative staff) adheres to records management best practices and policies and trainee files include all required information.

-             Oversees and manages the storage, archiving, disposition and disposal of records relating to stipends, contracts and records that are tracked and maintained as appropriate. Ensuring that the Clinical Fellowship Office is in compliance with records management policies.

-             Ensures compliance with all UBC HR and Health & Safety reporting requirements for trainees within this portfolio including immunization, incident and accident reporting.   Works collaboratively with Faulty of Medicine (FoM) departments and FoM HR to standardize application, documentation and onboarding processes. This position will lead this initiative and advise PGME on recommended policy and procedure changes.

-             Oversees ongoing accreditation and review of new and existing AFC Fellowship programs, in consultation with the PGME Accreditation team working on a process for application for accreditation submission, external review etc.

-             Oversees website and PGME Hub intranet content and other materials for Clinical Fellowships, Postgraduate Trainees, AFCs and Foreign Sponsored Trainees and writes/updates materials as needed.

-             Provides first-level advice and training to PGME leadership and programs as necessary;

-             Ensures compliance with and provides high-level advice to fellowship directors, supervisors, Department Administrators and program/fellowship administrators on all aspects to do with Clinical Fellows and PGME policies and procedures.

-             Develops and implements financial processes and methods in conjunction with PGME Finance in order to maintain effective financial operations and participates in financial planning

-             Manages the Postgrad Deans office Fellowship expenses with approval authority to ensure that prior approval is obtained for any unusual requests.

-             Prepares analysis, writes reports/proposals and information for use by the Director of Administration, Senior Manager PGME and Postgraduate Associate Deans.

-             Manages the financial administration and workflow supporting Fellowships, Postgraduate Trainees, Foreign Sponsored and AFC trainees, this includes: working closely with PGME Finance team to ensure the timely billing for Clinical fellows, incl. Foreign/ Sponsored Visa and AFC Fellows; as well as overseeing trainee/application fee processing. Responsible for improving the effectiveness of the financial administration and workflow processes as needed

-             Prepares reports for statistical analysis as required by PGME Finance. Is responsive to and prepares timely reports on the Clinical fellows are requested by the PGME, Deans office or Health Authorities are related to disaster response or public health mandate.

-             Manages the preparation of all administrative and financial expenditures for the PGME Dean’s Office involving Clinical Fellowships, Postgraduate Trainees, Area of Focused Competence (AFC) Fellowships and Foreign Sponsored/Visa Trainees and ensures compliance with UBC, Faculty of Medicine and PGME policies and requirements.

-             Manages a team of, currently, 4 PGME staff r responsible for processing over 1700 applications per year for Clinical Fellowships, Postgraduate Trainees, AFC Fellowships and Foreign Sponsored Trainees and recruits, hires, trains, supervises, develops, evaluates, disciplines and terminates staff as needed.

-             Liaises and communicates with the College of Physicians and Surgeons of BC (CPSBC) to ensure all Clinical Fellows, Postgraduate Trainees, AFC Fellow and Foreign Sponsored Trainees have active educational licenses throughout their training.  

-             Provides support to the PGME Clinical Fellows Faculty Lead, PGME AFC Faculty Lead, as well as AFC Program Directors to assist their portfolios.             

-             Serves on committees related to Fellowships, AFCs and Foreign Sponsored/Visa trainees and other, advisory councils and attends regular meetings on behalf of PGME. Chairs committees and meetings as appropriate.

-             Participates in other projects as necessary as requested by the Administrative Director, PGME or the Senior Manager, PGME.

-             Oversees and approves Workday HR employee records creation and renewal for all sponsored trainees.

-             Performs other related duties as necessary in keeping with the qualifications and requirements of this position.

Consequence of Error/Judgement

This position is expected to work independently and to function with a high level of accuracy. This position is key to supporting the PGME Dean’s office. Errors and poor decisions could result in significant stake holder issues and complications resulting in unreliable information being available, which risks compromising the integrity of the PGME office and PGME programs.  Additionally, errors in this role and portfolio could have a significant reputational risk to UBC and Faculty of Medicine

Supervision Received

This position reports directly to Senior Manager Learner Support, PGME. This position is required to work independently with minimal supervision.

Supervision Given

Direct supervision of the PGME Sponsored Trainee & Fellows Coordinator, AFC Administrative Coordinator and the PGME Clinical Fellows Coordinator.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of three 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 and Experience

Experience with project, program and change management and ability to champion change and innovation.

Ability to lead and build high functioning, high performance teams.

Ability to be thorough, accurate, and have a high level of attention to detail.

Ability to effectively manage multiple tasks and priorities.

Must demonstrate critical thinking skills and sound judgment.

Ability to effectively communicate verbally and in writing and interact with empathy, understanding and respect of diverse and divergent perspectives and behaviours.

Demonstrated ability to build constructive and collaborative working relationships with a diversity of people. Demonstrated commitment to inclusive excellence and applies an equity and inclusion framework to their work. Ability to analyze problems, identify key information and issues, and communicate this information to stakeholders and decision makers.

Ability to analyze and interpret data, determine implications, and provide recommendations.

Comfortable with ambiguity and making decisions when no formal policy or guideline exists.

Ability to exercise tact, diplomacy and discretion. Ability to work effectively independently and in a team environment.

Ability to work with people, policies, processes, and guidelines in a complex, dynamic environment.

Ability to effectively use software at an intermediate level. (e.g., Outlook, MS Word, MS Excel).

Ability to explain, assign, and monitor work.

Ability to make thoughtful and informed decisions. Must be highly adaptable and flexible to change.

Experience working with senior levels of leadership, both within and outside the organization preferred.

Undergraduate degree in a relevant discipline.

Minimum of three years’ experience or the equivalent combination of education and experience. University degree and minimum three years’ experience working in a University or large complex organization or equivalent combination of education and experience

Proficiency in the Microsoft Office (Word, Outlook, Excel, Access, SharePoint) suite or equivalent software.

Experience working in custom databases both web-based and standalone.

Ability to work with people, policies, processes, and guidelines in a complex, dynamic environment.