Education Assistant

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Program Assistant 2 (Gr5)

Job Title
Education Assistant

Department
Residency Support | Department of Orthopaedics | Faculty of Medicine

Compensation Range
$4,188.00 - $4,400.00 CAD Monthly

Posting End Date
April 1, 2024

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

Job End Date

Apr 1, 2026

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 is a 2-year term position with the possibility of extension.

Please submit a cover letter as part of your application .

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 Education Assistant provides complex administrative and financial assistance to the Education Programs in the Department of Orthopaedics, University of British Columbia. In this role, the Education Assistant provides administrative & financial support in accordance with the policies and procedures of UBC and the Ministry of Health (MOH) guidelines and accreditation standards. The Education Assistant will support the delivery of the Department of Orthopaedics Postgraduate Medical Education (PGME), as well as the Undergraduate Medical Education (UGME), Fellowships and CPD Programs.

Organizational Status

The UBC Department of Orthopaedics has an international reputation for excellence in teaching, research and patient care. Our mission is to create knowledge, advance learning, and improve musculoskeletal health for the community at the provincial, national, and international levels. The Department consists of seven clinical divisions and a division of orthopaedic research, and is comprised of 200+ academic and clinical faculty who choose to contribute large blocks of their time to advance knowledge in the areas of clinical orthopaedics, musculoskeletal science as well as applied biomedical engineering and related basic science areas. This focus allows the Department to be at the forefront of exciting new developments in the areas of minimally invasive joint replacement, improved bone healing, advanced techniques in spinal surgery, innovative arthroscopic techniques, and improved biomaterials and implants.

The Education Assistant reports to the Education Programs Manager and takes direction from the PGME and UGME Education Coordinators, as well as the Fellowship Coordinator and PGME and UGME Program Directors. The incumbent will also take direction from the Administrative Manager and work closely with distributed site and hospital administrative personnel, and faculty and staff within the Faculty of Medicine PGME and UGME program offices. The incumbent will collaborate with other UBC staff and faculty members and interact with health authority employees, residents, Program Chairs or academic representatives in the Department, Site Program Directors, Discipline Specific Site Leaders, External Program Directors, Associate Deans - Postgraduate Medical Education, College of Physicians & Surgeons of BC, Royal College of Physicians and Surgeons of Canada, and others to support the Department.

Work Performed

Postgraduate Medical Education

This position requires performance of the following tasks under the direction of, and in collaboration with, the PGME Program Coordinator.

• Complex day-to-day administrative support to the Orthopaedics Residency Program.
• Monitors the generic Residency Program inbox and refers complex requests and questions to PGME Coordinator and Residency Program Director as appropriate.
• Maintains the education calendar and informs Residency Program Director of upcoming events and tasks.
• Organization and support of the annual CaRMS interview day, OITE examination administration, annual research day, resident oral examinations (held in the evening twice yearly), and other education events in the residency program curriculum.
• Logistics and scheduling of faculty for resident courses including PGY1 boot camp, and surgical skills labs.
• Perform tasks relating to Resident vacations and leave including liaising with the Divisions and keeping a record on One45.  
• Collection and collation of all resident evaluation data including mid-block evaluations, ITERs, and faculty and rotation evaluations. Verify resident schedules in One45 are correct. Initiates the monthly evaluation send outs from One45. Tracks and follows up on evaluations that have not been completed. Prepares reports for the Competence Committee and Residency Program Committee.
• Monitors EPA completions. Tracks and follows up on evaluations that have not been completed. Prepares reports for the Competence Committee and Residency Program Committee.
• Internal and external program accreditation review including reviewing and preparing documents, collating, and tracking information, organizing catering, and providing day-of support (every 3 years).
• Coordinates resident orientation: communicates arrangements with new residents for photo ID, the orientation meeting schedule and catering, and books the appropriate room(s). Publishes the annual resident photo guide.
• Maintains the resident holiday and conference leave calendar, and enters record on one45. Sends requests to sites, track approvals and distribute decisions to residents.
• Tracks attendance, sends reminders, enters evaluations, and updates the evaluation schedule into One45 for resident academic half days, and other educational events.
• Assists current residents with confirmation of training letters, and past residents with verification of training forms.
• Assists with program purchases (e.g. supplies, equipment, textbooks...etc.)
• Monitors resident activity fund spending in accordance with program policies for MOH & external funds. Provides the program director with an updated expenses spreadsheet for all RTC meetings.
• Maintains accurate and up-to-date residency and education records. Compiles residents profile pictures and contact info.
• Coordinates distribution of pagers to residents.
• Prepares and maintains a personnel file for each resident.
• Liaises with health authority and site administrators across the province to respond to resident requests for building access, photo ID, transcription numbers, remote access, network logins, parking passes, prescription privileges, and patient information systems training and access
• Assists with development and updating of program documentation including ITERs, rotation orientation manuals, objectives of training, and program policies and procedures.
• Maintains a resident alumni list.

VCH specific tasks

• Provides day-to-day administrative support to the Orthopaedics Education Programs, specifically as it relates to educational experiences offered at UBC VA Ortho sites
• Communicates all rotation arrangements with visiting trainees at UBC VA Ortho site (including fellows, visiting residents & all med students), arranges all computer access/photo ID, organizes the orientation schedule, catering, and books the appropriate room(s) for educational activities
• Gather and submit VA Clinical/Research Fellow Agreement packages to VCH Medical Affairs
• Assists with coordinating and communicating the call schedules for VGH Trauma, VGH Recon and VGH Spine as necessary
• Entering and maintaining the Call schedule on document or spreadsheet, as well as on the MOCAP system for VA Ortho
• Circulates and updates VA OR shared Locker info
• Developing and maintaining a clear and comprehensive Standard Operating Procedures Document
• Applies for MSP numbers for incoming VA Ortho fellows, as necessary
• Works closely with the Senior Education Assistant to maintain the Orthopaedic trainee holiday and leave calendar for VGH Recon, VGH Trauma and VGH Spine rotations, and enters record on appropriate platform. Sends requests to rotation schedulers, tracks approvals and distributes decisions to relevant groups
• Manages own workload to ensure that tasks are completed ahead of time to ensure that minimal coverage is needed when taking vacation or leave
• Works closely with health authority colleagues and site administrators across the province to respond to resident requests for building access, photo ID, transcription numbers, remote access, network logins, parking passes, prescription privileges, and patient information systems training and access
• Performs other duties, as required

Undergraduate Medical Education, Fellowships, CPD and Other

• Coordinates education program meetings including scheduling dates, booking rooms, catering, and video-conferencing, distributing agendas, taking and distributing minutes.
• Participates in the coordination of annual department events including Research Day, the graduation dinner, and welcome BBQ.
• Provides assistance to the Undergraduate Medical Education- and Fellowship and CPD coordinators as necessary; including attending weekly Grand Rounds sessions in an early morning timeslot to take attendance and record the meeting.
• Troubleshoots administrative problems and responds to issues as they arise and escalates as appropriate.
• Contributes to the development and maintenance of the department website as it relates to education.
• Coordinates the weekly Departmental Grand Rounds including contacting the speakers and moderators, gathering consent forms, booking rooms and speakers, distributing and tracking the completion of evaluations, maintaining the online calendar and acting as session moderator as necessary. During the session, joins the zoom meeting, record the session and takes attendance.
• Provides coverage for the Education Programs Manager, PGME-, UGME- and Fellowship Coordinator when absent.
• Performs other duties, as required.

Consequence of Error/Judgement

The Education Assistant is expected to exercise considerable judgment and initiative in the planning, and delivery of education programs within the Department of Orthopaedics. Errors could impede the delivery of education and training to students and residents and negatively impact the experience of students, residents, and faculty resulting in damage to the Department of Orthopaedics reputation and its accreditation status. Inaccurate records and a lack of thoroughness in managing assessments and scheduling may result in inappropriate decisions about Student Promotions and faculty teaching and loss of valuable physician time and training opportunities.
Supervision Received

This position works independently under the broad direction of the Education Programs Manager, PGME Program Coordinator, Administrative Manager, Fellowship Coordinator, and the Residency Program Director.
Supervision Given

None.
Minimum Qualifications

High School graduation, plus one year of post-secondary education, plus three 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 with one45, Qualtrics, and the Teacher Tracking Payment systems an asset.
• Knowledge of UBC policies and procedures preferred
• Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English
• Ability to maintain accuracy and attention to detail
• Ability to anticipate problems and issues and plan ahead
• Ability to effectively use Outlook, Word, Excel and PowerPoint at an intermediate level
• Ability to take and transcribe accurate meeting minutes
• Ability to prioritize and work effectively under pressure to meet deadlines
• Ability to deal with a diversity of people in a calm, courteous, and effective manner
• Ability to work effectively independently and in a team environment
• Ability to communicate effectively verbally and in writing
• Ability to exercise tact and discretion
• Ability to make thoughtful, informed, and thorough decisions
• Ability to determine the nature and urgency of inquiries and issues, and triage appropriately
• Ability to work additional hours occasionally in evenings and early mornings, and rarely on weekends, as required