Senior Program Assistant, PGME Office

Staff - Union

Job Category
CUPE 2950

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

Job Title
Senior Program Assistant, PGME Office

Department
Postgraduate Support | Medical Postgraduate | Faculty of Medicine

Compensation Range
$4,601.00 - $4,953.00 CAD Monthly

Posting End Date
March 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 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 functions of this role are to provide administrative coordination in support of out of province incoming electives, Faculty Lead, Resident Affairs support, Resident internal and external transfers, resident selection support i.e Canadian Residency Matching Service (CaRMS) and Resident in difficulty support. All of this work is supported in accordance with the policies and procedures of Postgraduate Medical Education (PGME) and The Faculty of Medicine at UBC. The postholder will report to the Senior Manager, Learner Support at PGME with input and direction from Faculty Leads, PGME Operations Manager, 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 Senior Program Assistant will be a central point of contact for accepting and verifying application submissions for Out-of-Province or International Electives, in addition to processing prescribing privilege requests, and issuing Dean’s support letters for J1 Visa requests where required. They will also act as general administrative support for the PGME Dean's Office. This includes, but is not limited to, booking rooms, ordering catering, and acting as the primary back-up to Reception, when 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

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

This position reports to the Senior Manager, Learner Support, 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 Faculty Leads, the PGME Operations Manager, the PGME Senior Manager, Learner Support and 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 College of Physicians and Surgeons of British Columbia, The Ministry of Health, and Resident Doctors of BC and staff and faculty at other postgraduate medical education institutions across Canada. This position deals with sensitive, restricted, confidential matters and will consults with PGME Management on complex issues.

WORK PERFORMED

Electives support:

The Postgraduate Medical Education Dean's Office facilitates applications for postgraduate electives. The Senior Program Assistant is responsible for responding to all inquiries regarding policies and procedures for these applications, Specific duties of the role include, but are not limited to, the following:

• Oversees and coordinates the application process for out of province electives by liaising with departments, programs, the Royal College, and the College of Physicians and Surgeons of BC (CPSBC)
• Provides advice and guidance to elective applicants and programs on the elective application process and trainee onboarding.
• Maintains a complex trainee database for the purposes of application status, work permits, licensure, billing as well as ad-hoc payments as necessary and follows up by soliciting additional documentation or information as required
• Provides advice to incoming Elective trainees regarding licensure requirements. Liaises with the College of Physicians and Surgeons of BC (CPSBC) to ensure requirements are met. Works with trainee to resolve issues of a complex nature and escalates to management as appropriate.
• Assists international elective trainees and programs with complex requirements to obtain licensing as Postgraduate Trainees (PGTs) in coordination with the PGME Fellowships team. 
• Provides appointment information of Elective trainees to UBC Finance as required.
  Obtains Dean's Office signatures in support of elective applications as required
• Answers inquiries of a complex nature and provides information regarding Elective trainees.
• Writes proof of enrolment letters for trainees as necessary.
• Sends confirmation documentation and additional instructions as required.

Faculty Resident Affairs portfolio support:

The Postgraduate Medical Education Dean's Office facilitates incoming/outgoing internal and external resident transfers between programs via the Resident Affairs office. Specific duties of the Senior Program Assistant include, but are not limited to, the following:

•   Coordinates and supports all PGME Resident Affairs initiatives, projects and goals with the PGME Faculty Lead for Resident Affairs.
•   Works with the Faculty Lead for Resident Affairs in supporting resident transfers, including checking resident eligibility for transfer, arranging meetings with the Faculty Lead and resident regarding transfers, communicating with programs, residents and PGME leadership with regards to the status of transfer and drafting communications as appropriate relating to transfers.
•   Compiles and assists with any tracking metrics or reporting relating to transfers or Resident Affairs.
•   Organizes and manages any Resident Affairs initiatives and events

PGME Committee support

The Senior Program Assistant will coordinate and support the PGME Oversight Committee, duties include, but are not limited to:

•   Communicating with the Committee Chair to schedule meetings and submit invitations to committee members.
•   Setting Committee agendas in conjunction with the Chair and minuting each meeting
•   Collecting documentation from residency programs in support of Oversight Committee business, and making them available to committee members via a confidential document management folder i.e One Drive
•   Tracking faculty participation on the committee to ensure that they are compensated for their participation.
•   Providing information about the Oversight Committee to residents and residency programs as needed.
•   Follow-up as needed on Oversight Committee items.

PGME Resident appeals

The Senior Program Assistant will coordinate and supports the PGME resident appeal process, duties include, but are not limited to:

• Supporting the PGME Dean in gathering all appeal documentation and confirming members of the Appeal Committee.
• Scheduling meetings and hearings on behalf of Appeal Committee.
• Compiling and distributing sensitive and confidential documentation for the Appeal Committee.
• Acting as a central point of contact for appellant, relevant program, appeal committee members and legal counsel in preparation for appeal hearings.
• Ensuring adherence to Postgraduate Medical Education Trainees Appeal Policy throughout appeal process.
• Providing administrative support during meetings as required.

Resident Selection

The Postgraduate Medical Education Dean's Office facilitates resident selection for residency programs via the Canadian Residency Matching Service (CaRMS) portal. The Senior Program Assistant will coordinate some aspects of the PGME CaRMS process. Duties include, but are not limited to:

• Supporting residency programs in the implementation of privacy and confidentiality forms for applicants to residency programs and participants on selection panels.
• Supporting the verification of English language testing for applicants who have trained in a foreign language.
• Supporting the verification of applicant citizenship documentation according to CaRMS criteria.
• Acts as the first point of contact for programs and applicants on resident selection enquiries of both a non-routine and routine nature.

General PGME Office Support

Duties include, but are not limited to:

• Acts as a backup for the PGME reception and Executive Assistant as needed.
• Provides backup support coverage to the General PGME email mailbox as needed.
• 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 the Senior Manager, Learner Support, 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

Preferred QUALIFICATIONS

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.