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Form of workJob Category
M&P - AAPSJob Profile
AAPS Salaried - Educational Programming, Level AJob Title
Program Coordinator - Chilliwack SiteDepartment
Post Graduate Program Support | Department of Family Practice | Faculty of MedicineCompensation Range
$4,826.17 - $6,933.92 CAD MonthlyThe 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
March 21, 2024Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Dec 19, 2025NOTE: 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 position is currently eligible for the 'hybrid' work arrangement, with working remotely allowed, but with a minimum of 2 days per week at the hospital office.
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 Summary
BACKGROUND
The Family Practice Residency Program is the largest of all Postgraduate training program within UBC Faculty of Medicine. UBC Medical School is undergoing steady expansion in the last decade, and the Family Practice Residency Program is at the forefront of expansion. UBC Family Practice is a fully accredited program with 18 different training sites distributed in 17 communities across BC. Each site has a Director and a Program Coordinator, together with dedicated faculty, they provide comprehensive educational experience and strong support to the residents undergoing training in that locality.
The Chilliwack Residency Site is one of 18 training sites within the Family Practice Training program. The site offers a horizontal curriculum during the resident s training which introduces a level of complexity not present in the traditional rotation model.
POSITION SUMMARY
The Program Coordinator provides diversified administrative assistance and supervision at the Chilliwack Residency Training Site in the Dept. of Family Practice. The incumbent is required to have broad and extensive knowledge of the organization and operation of the residency training program, and the challenges associated with a changing curriculum and program expansion.
The incumbent will work with the leadership team at the site to provide support in areas of curriculum development, faculty development, assessment and evaluation, behavioural medicine and scholarship. The incumbent must be able to work with a high degree of independence, well-organized, detail-oriented, flexible, able to prioritize work, use own initiative to resolve day-to-day problems and to work effectively in a collaborative team environment.
Organizational Status
The incumbent reports to the Site Director of the Chilliwack Family Practice Residency Site as well as the Program Administrator for the FP program, supports the Site Faculty, liaises between Health Authority, hospital teaching departments, health professionals in the community, residents and faculty, and supervises the Program Assistants.
Work Performed
A. Educational Support:
1. Participates in strategic planning and policy development and implementation related to resident education and in support of overall priorities, goals and initiatives of the Chilliwack training site.
2. Actively manages the residents rotation schedule by coordinating with clinical faculty, specialty departments, community health providers and medical organizations. Liaises with administrators of other specialty programs and FP sites to develop schedule and share clinical resources. Works with the Chilliwack Site Director in identifying schedule gaps/pressure and is responsible for coordinating with other administrators/programs to accommodate the clinical requirements.
3. Works with the Site Director on the assignment, recruitment and appointment of preceptors for residency training. Provides ongoing advice and support to the clinical faculty and departments.
4. Manages the online system (One45) for tracking of resident assessment, preceptor and rotation evaluation, leaves and vacation. Administers and troubleshoots any issues relating to the distribution, completion and timely return of assessment and rotation forms.
5. Participates in the site level competency committee (SLCC) which determines resident promotion/progress; prepares supporting evaluation documentation to determine committee decisions.
6. Supports the site faculty responsible for Assessment and Evaluation in the development of a system of appraisal for residents and teachers. Analyzes the assessment data and advises Site Director of any issue relating to the resident s performance.
7. Manages the organization of and participates in practice SOOs and SAMPs exams for Residents.
8. Develops systems to improve support for clinical faculty and residents through special courses, additional practice exams, and faculty development.
9. Facilitates the planning of an orientation program for new residents and is responsible for the organization and implementation of all introductory lectures and courses during the orientation process.
10. Responsible for ensuring accurate resident records in the Resident Management System (RMS) relating to resident leaves, sick time and stat holidays worked.
11. Works with the site faculty responsible for Curriculum in ensuring all aspects of curriculum related duties; ensuring that learning goals and objectives are clear to both learners and teachers. Responsible for scheduling all curriculum activities i.e. seminars, resident case presentations, EBM, scholarly, behavioral medicine, etc.
12. Manages Faculty Development events and activities in the establishment of courses and training for the professional development of clinical teachers. Manages the organization of events such as community preceptor retreats and faculty appreciation dinners.
13. Undertakes various tasks initiated by site faculty in relation to resident scholarship in Research, Informatics and Evidence Based Medicine including organization and participation in workshops, resident research trial runs, and scholarly work in progress meetings.
B. Administrative & Financial Support:
1. Manages and administers overall site program budgets (including resident support funding), monitors overall site budget including but not limited to reconciliation of accounts at academic and fiscal year end; quarterly and year-end reporting to the site residency committee; comparing actual expenses to budget and discussing discrepancies and making decisions for future budget planning.
2. Develops yearly site budget for the Chilliwack Family Practice Residency Site; prepares and analyzes budget reports and makes recommendations to the Site Director.
3. Develops and manages the resident activity budget and approves expenses (in both PGME intranet and WorkDay systems).
4. Manages and tracks didactic teaching and clinical teaching to ensure accurate payments for all resident teaching.
5. Manages the Program Assistant at the Chilliwack Family Practice Residency site.
6. Manages the record keeping procedures on all current and previous trainees within the program and creates reference letters on request for the Site Director s signature.
7. Manages resident employment and academic records to ensure payroll, licensing and certification requirement are met.
8. Oversees and administers any required site accreditation activities and documentation with the Postgraduate Program and the College of Family Physicians of Canada.
9. Coordinates any special hospital privileges for residents completing electives outside of Vancouver Fraser. This includes proper notification to all licensing bodies and post graduate offices for electives outside B.C.
10. Maintains Chilliwack site website making sure all curriculum information is up to date.
11. Other related duties as required.
Consequence of Error/Judgement
Errors in developing and monitoring the budget and financial transactions may lead to a budget shortfall and deficit and a loss of funds. In the handling of confidential and delicate matters and communications, tact, diplomacy and excellent interpersonal skills are key to positive outcome. Inappropriate action may result in breaches of trust. It would negatively reflect on the program and could potentially lead to the withdrawal of teaching services, or impact the educational experience of the residents. Errors in judgment or ineffective communication may lead to inefficiency of operation or unmet deadlines.
Supervision Received
The incumbent is expected to work with a minimal level of supervision. The person must be able to take initiative; problem-solve, apply discretion to determine course of action and then follow through independently.
Supervision Given
Manages program assistants and responsible for hiring, discipline, evaluation and termination.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years 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
Experience in office management and administration in a healthcare or medical education environment, preferred. Organizational knowledge of UBC departmental policies and procedures, key functions and projects. Good understanding of the Hospital and Health Authority s administrative processes and functioning. Broad knowledge of the medical community in Chilliwack. Strong computer skills and extensive knowledge of the MS Office suite. Solid knowledge of database principles and functionality. Working knowledge of accounting concepts and principles. Excellent interpersonal skills including tact, diplomacy and conflict management techniques in dealing with a variety of work situations, hospital staff, UBC representatives, community agency personnel and the general public. Ability to work effectively and respectfully with interprofessional groups and coworkers. Strong organizational ability, and ability to give and take feedback and direction, as well as to work independently with frequent changes in workload. Flexible to ensure deadlines are accommodated. Excellent oral and written communication skills. Ability to initiate projects and to communicate work plans and timelines. Effective problem-solving skills. Familiarity with hospital organizations, and/or medical education and health care systems.
