Senior Program Assistant, PGME

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Sr Program Asst-Med Ed (Gr8)

Job Title
Senior Program Assistant, PGME

Department
CBME and Accreditation Support | Medical Postgraduate | Faculty of Medicine

Compensation Range
$4,739.00 - $5,102.00 CAD Monthly

Posting End Date
April 26, 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 SUMMARY

The UBC Faculty of Medicine, through its Office of Postgraduate Medical Education (PGME), provides postgraduate medical training in 74 Royal College and 2 Family Medicine training programs in addition to a growing portfolio of Area of Focused Competence (AFC) Fellowship programs. The programs span multiple training sites and are distributed to clinical academic campuses and affiliated regional centers across the province. To accommodate the government funded increase in MD undergraduate graduates, the PGME program has been increasing the number of residents accepted into its programs. Since 2003 the number of residents has grown from 700 to more than 1400 in 2023. 

The primary function of this role is to provide administrative coordination in support for the CBME portfolio, PGME Special project portfolios and PGME events.  All of this work is supported in accordance with the policies and procedures of the PGME office and The Faculty of Medicine at
UBC.  This position will report to both the CBME Project Manager and the Senior Manager, Learning and QI at PGME with input and direction from the Faculty Leads, PGME Infrastructure and Operations Manager, PGME Senior Manager, Learner Support, PGME Administrative Director and PGME Deans as required.

This role participates in the planning, development and administration in several key stakeholder portfolios within the PGME office and involves liaising with various internal and external stakeholder groups. The role will also participate in planning, development and administration of special high stakes and time sensitive projects within the PGME office.

The role additionally is responsible for assisting with operational and administrative tasks to meet Royal College of Physicians and Surgeons of Canada (RCPSC) and College of Family Physicians of Canada (CFPC) accreditation standards.

The secondary function of this role is to provide general PGME office support as required.

The incumbent must be able to work independently within the complex environment of the Faculty of Medicine PGME Office. This position will be interacting with a variety of faculty and staff in some high stakes or sensitive areas, and must be carry out the role accordingly.  As this position will evolve given the various special projects that arise, the incumbent must be comfortable working with ambiguity and change.  This position requires thorough knowledge of the activities of the PGME and the Faculty of Medicine, diplomatic persuasiveness, tact, discretion, good judgment, initiative, and the ability to work independently and cooperatively. Consistent with the Faculty's Professional Standards document, the Faculty is committed to the highest level of professionalism in all interactions whether they are emails, letters, or in-person.

The required work is conducted in the Office of Postgraduate Medical Education in the City Square office building in Vancouver. 

ORGANIZATIONAL STATUS

This position reports to both the CBME Project Manager, and the Senior Manager, Learning & Quality Improvement, PGME and is considered part of the PGME Administrative Support Team. All members of the team support each other and will have tasks assigned and/or distributed as necessary. This role directly supports the CBME Faculty Leads, CBME Project Manager, the PGME Infrastructure and Operations Manager, the PGME Senior Managers, Learning & Quality Improvement, and Learner Support, and the PGME Administrative Director, and is expected to work independently under minimal supervision. This position interacts with Residents, Department and Division Heads, Program Directors, Program Staff, and outside agencies such as the Royal College of Physicians and Surgeons of Canada, the College of Family Physicians of Canada, the College of Physicians and Surgeons of BC, the Ministry of Health, Health Authorities, and Resident Doctors of BC. This position may deal with sensitive, restricted, confidential matters and consults with the PGME Senior Managers, PGME Infrastructure and Operations Manager, and PGME Administrative Director on complex issues.

WORK PERFORMED

CBME portfolio support

-       Coordinates, attends and takes minutes for all CBME meetings and events such as CBME sub-committee, Faculty Lead check-in, Competency Chair meeting, Implementation meetings for launching programs, CBME Town Halls, CBME Workshops, and Program Evaluation meetings

-       Manages CBME membership lists for committees and programs and updates contact information.

-       Assists with Entrada implementation initiatives

-       Monitors CBME email inbox

-       Assists with CBME general communication initiatives

-       Assists with CBME newsletter

PGME Office special project support

-       Assists with the administration of special time-sensitive and high-stakes PGME projects and PGME surveys

-       Organizes and maintains files related to any of these PGME projects. 

-       Manages program communication around PGME projects and liaises with Program Directors, Faculty, Department Heads and Deans’ office staff and leadership.

 

PGME Office events support

-        Arranges and oversees planning and logistics for PGME special events such as PGME Workshops, PGME Retreats, Resident Orientations, and other events and meetings. This includes managing a budget, coordinating with external and internal partners to confirm room bookings, catering and speakers, invitations and ensuring that event preparations are completed. These events can be as large as 200 or more attendees.

-        Provides day of event support.

General PGME Office support

-       Acts as a backup for the PGME Executive Assistant and PGME Reception, and other members of the PGME Administrative Team

-       Coordinates with RDBC to secure resident membership for all PGME and FOM committees.

-       Updates and manages all PGME committee membership list

-       Updates and manages a current list of all PGME Program Directors and Administrators

-       Provides backup coverage to the General and Generic PGME email mailboxes as required.

-       Creates requisitions for catering, supplies and materials as required.

-       Handles enquiries of both a non-routine and routine nature.

-       May be required to work outside regular working hours, including occasional early/late meetings.

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

CONSEQUENCE OF ERROR

This position requires judgment, tact, discretion and initiative to an outstanding degree. This position handles sensitive and highly confidential matters involving questions of ethics, potential systemic racism, conflict of interest, standards, government relations, personnel questions, etc. Errors could have a negative impact on the PGME Office, the Faculty and the University resulting in legal action, negative public relations, financial costs, and loss of credibility. Unusual issues brought to the attention of PGME Deans and/or the Director of Administration, PGME.

SUPERVISION RECEIVED

Reports to and works under the direction of both the CBME Project Manager, and the Senior Manager, Learning & Quality Improvement, under the supervision of the Director of Administration, PGME. Works closely with the PGME Managers, Director of Administration, PGME, and the PGME Admin Support Team. Performs duties independently and in accordance with established procedures.

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

QUALIFICATIONS

High School graduation and two-year post-secondary diploma. 4 years related experience or the equivalent combination of education and experience. Must have intermediate level skills in Microsoft Office programs, including Outlook, Word, Excel, and PowerPoint. Demonstrated strong ability to manage Outlook and related electronic platforms (doodle polls). Ability to use internet applications and tools at an intermediate level; experience scheduling conflicts coordinating meetings and scheduling the day's activities appropriately, including, planning, scheduling and organizing a variety of projects and/or events, often concurrently. Demonstrated ability to prioritize work (gathering, recording and organizing information), multi- tasking, working under pressure and meeting deadlines. Attention to high-level detail required. Ability to exercise sound judgment on a daily basis, including determining nature and urgency of inquiries and issues and triaging appropriately. Flexible, comfortable working in ambiguity, and high action orientation and invigorated by change. Experience with videoconferencing and teleconferencing an asset. Relevant UBC experience preferred. Ability to type 60 wpm, transcribe dictation and operate a normal range of office equipment. Superior skills verbal and written communication, including ability to politely screen calls and direct as appropriate; ability to compose correspondence, reports, presentations and other written materials using clear, concise business English. 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 work independently, but also function collegially within a close team-working environment. Comfortable learning new technologies. Knowledge of University policies and procedures preferred. Superior knowledge of file and records classification systems and processes. Ability to work after regular hours and weekends as required.