Senior Program Assistant, PGME Office

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Administrative Support 4 (Gr8)

Job Title
Senior Program Assistant, PGME Office

Department
Postgraduate QI | Medical Postgraduate | Faculty of Medicine

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

Posting End Date
April 10, 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, this positions requires successful verification of full vaccination against Covid-19 provided prior to the start date, as required by the 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. 

The UBC Faculty of Medicine, through its Office of Postgraduate Medical Education (PGME), provides postgraduate medical training in 76 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 and oversight in support of several key portfolios within the PGME Office, including Anti-Racism, Equity, Diversity and Inclusion (AREDI), Educational Environment, Faculty Support, Patient Safety, and Research, separate from the Office Assistant duties. This position is responsible for coordinating work processes, establishing work schedules and priorities, resolving complex issues as it relates to key portfolios mentioned. 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 the Senior Manager, Learning & Quality Improvement at PGME with input and direction from the Faculty Leads, PGME 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 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 Faculty Leads for AREDI, Educational Environment, Faculty Support, Patient Safety, and Research, 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 Physicians and Surgeons of BC, the Ministry of Health, Health Authorities, and Resident Doctors of BC. This position deals with sensitive, restricted, confidential matters and will consults with PGME Management on complex issues. 

WORK PERFORMED

AREDI, Educational Environment, Faculty Support, Patient Safety, Quality Improvement and Research Portfolio support:

• Oversees the administrative functions that support the Anti-Racism, Equity, Diversity and Inclusion (AREDI), Educational Environment, Faculty Support, Patient Safety, and Research portfolio
• Coordinates and supports the portfolio initiatives, projects and goals with the Faculty Leads
• Manages and responds to complex inquiries, which may be confidential and sensitive in nature, as it relates to the assigned portfolio
• Responsible for leading the organization and arrangement of related portfolio events, workshops for faculty, staff and trainees.
• Oversees a variety of complex event logistics by coordinating and planning processes and portfolio priorities
• Organizes all pre-event, on-site and post-event activities by monitoring operational activities, regular communication, addressing concerns and proactively resolving problems to ensure the success of each event
• Implements standardized event plans and carries out all arrangements around preparation for and managing successful events (ie facilitating agenda coordination, venue, catering needs, etc.); and researches, prepares reports and makes recommendations affecting event planning and administration of various events;
• Performs financial duties such as monitoring and reporting on event budget expenditures and processing invoices related to the assigned portfolio
• Liaises with PGME staff and faculty and external stakeholders; to research and analyze event needs
• Compiles and assists with any tracking metrics or reporting
• Coordinates, organizes and manages any portfolio initiatives, such as planning, managing a budget, prioritizing, and ensuring that preparations are completed
• Assists with the administration of special time-sensitive and high-stakes tasks
• Assists with collaboration with other FOM portfolios and liaises with other UBC stakeholders.
• Organizes and maintains files related to any of these PGME projects. 
• Manages program communication around PGME portfolios and liaises with Program Directors, Faculty, Department Heads and Deans’ office staff and leadership.

General PGME Office support

• Acts as a backup for other members of the PGME Administrative Team and reception.
• 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 the Senior Manager, Learning & Quality Improvement. Works closely with PGME Managers, Director of Administration, PGME, and the PGME Admin Support Team. Performs duties independently and in accordance with established procedures.

SUPERVISION GIVEN

Formally trains new staff on work procedures, and/or oversees work of students and/or temporary staff.

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

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.