Vancouver - Point Grey Campus
CUPE 2950 (Cler/Secr/Library)
CUPE 2950 Program Assist
Sr Program Asst-Med Ed (Gr9)
Faculty of Medicine
Desired Start Date:
Provides support for the Central Postgraduate Program, including Program Administrator, faculty and residents.
The Family Practice residency program is the largest postgraduate program within the Faculty of Medicine. We administer the training program accredited by the College of Family Physicians of Canada. Our Program consists of 17 distributed training sites that span 15 communities across the province of B.C. Our program is expanding in conjunction with the expansion of Medical School, and the number of residents in training has increased from 240 to 320 residents over the last 5 years.
This primary function of the Education Coordinator at the Family Practice Residency Program is to manage the annual intake of medical residents (through the CaRMS matches), coordinate the research activities of residents including the program-wide Research Day, coordinate mandatory courses including the delivery of the ALARM course several times a year, oversee teaching payments of preceptors, manage reimbursement as well as major communications between the residents and the Central Program Office throughout the academic life cycle of the resident.
The Education Coordinator is required to work closely and collaboratively with administrative staff in training sites across the province. The Education Coordinator must have a broad and extensive knowledge of the organization and operation of the Residency Programs as it relates to the distributed sites, the Faculty of Medicine, and the University. The incumbent must also be knowledgeable of the UBC central processes.
The Family Practice residency program is a distributed program that consists of 16 training sites across the province of B.C. We have a total of over 300 residents. This position provides diversified administrative assistance at the central Residency Program. It requires a broad and extensive knowledge of the organization and operation of the Residency Programs as it relates to the distributed sites, the Faculty of Medicine and the University.
Reports to the Postgraduate Program Administrator. Interacts with: Family Practice faculty, staff, and over 300 residents, Office of Postgraduate Medical Education in Faculty of Medicine, and UBC central services offices.
The position requires ongoing prioritization and scheduling of work. The Education Coordinator establishes timelines and processes for the major events, and ensures all deadlines for the various processes and events are met. The Education Coordinator ensures all site administrators comply with the schedule and meets scheduled deadlines. The incumbent is expected to take initiative, problem solve, determine course of action and follow through. The incumbent will be an integral part of the Family Practice Residency Program administrative team by performing the following duties:
A. Resident Selection process (CaRMS - Canadian Resident Matching Services)
CaRMS is a national match which determines the school and discipline where medical students will be accepted for their postgraduate training. For Family Practice Residency Program, we receive over 1,200 applications to our 19 different training sites. We offer close to 700 interviews in the spring on top of running three Open House events.
The Education Coordinator has to be familiar with the CaRMS selection process and the UBC selection criteria and policy. The incumbent manages the application and interview process by:
- Coordinating work flow of the process, establishing work schedules and priorities, and resolving routine and complex issues.
- Updating CaRMS website and UBC recruitment website.
- Managing applicant files and overseeing the file review process by disseminating application materials to file reviewers, collecting and compiling file scores.
- Responding to queries from applicants and file reviewers, acting as a resource person and providing crucial information to Program Administrator and Program Director during the CaRMS process.
- Creating and coordinating the interview schedule for both candidates and interviewers, taking into consideration the logistics of space, availability of interviewers and specific requests of students.
- Ensuring a smooth interview process on site which includes support for Skype interviews.
B. Administration of Research Day
Research Day is the biggest event for the Family Practice Residency Program, and the only event that all residents and site faculty have to attend. The incumbent works with Lead Faculty in the planning of the event, and is the solely responsible for the organization and delivery of the Program wide event which involves participation from 350+ residents and faculty from across the province. The responsibilities include:
- Working with faculty in recruiting volunteer faculty and resident moderators, award committee.
- Setting up the Journal for Family Medicine Resident Research (JFMRR) for evaluation process. Overseeing the submission of written projects and its evaluation, ensuring requirements are met for graduation.
- Being responsible for the organization, including logistics of all the research projects. This includes booking of venue, coordinating and tracking of 80-100 abstracts and research projects and presentations, liaising with room moderators and award adjudicators, coordinating award submissions and summarizing award results.
- Developing the Research Day presentation schedules based on discipline and format of presentation as well as quality of projects.
- Communicating with resident & room moderators of required roles; send-out & collection of evaluation forms for residents' projects & presentations.
- Overseeing logistics of room and equipment set up for the day.
- Participating in long-term planning and make recommendation to Program for follow up.
C. Support for Scholarship Faculty
- Assisting in the development and launch of new Blackboard Connect course, provide ongoing administrative support and maintaining of users.
- Assisting in the development and launch of the Journal of Family Medicine Resident Research, provide ongoing administrative support and maintaining of users.
- Providing administrative support for Scholarship faculty including planning committee retreats, minute taking, and presenting material when required.
D. Financial Process
The Education Coordinator is responsible for two major financial processes relating to the Residency Program: reimbursement to residents and clinical teaching payment to preceptors. The incumbent needs to have extensive knowledge about policies and guidelines of the Family Practice Program, as well as that of Faculty of Medicine. The Education Coordinator works with the finance team to make recommendation for policy revisions and changes.
1. Management of Resident Claims
There are over 300 residents in our program, and more than 2/3 of them are located in training sites outside of Vancouver. Residents often travel to various events including a mandatory 2 months of rural rotation during their second year. Residents also have access to designated funds to support their educational activities. The incumbent has to be very familiar with the policies in relation to expense reimbursement, and is responsible to oversee any resident claims by:
2. Clinical Faculty remuneration:
- Reviewing expense claims and determining eligibility of expense and travel claims before they're processed by Financial Staff.
- Advising residents regarding travel and expense claim policy and responding to inquiries regarding status of claims and payment irregularities.
- Making recommendation for policy revisions and changes.
- Tracking and monitoring resident activity funds for 300 residents.
- Having good comprehension of the various forms of physicians contracts or payment scheme across the province which may affect the way payment is processed.
- Determining eligibility of claims submitted by sites and preceptors based on policy and site environment.
- Tracking teaching stipends, collecting & organizing payment information (ie. Rotation, location, residents taught, sessional amounts, eligibility, etc.) for over 800 postgraduate clinical faculty from across the program.
- Following-up with site coordinators for incomplete and/or outstanding data.
- Responding to inquiries regarding details and status of remuneration, investigate payment irregularities.
E. Residents Record Maintenance and Support
- Maintaining residents records (completion dates, leaves of absences), alumni database and mailing lists.
- Maintaining record of graduates for tracking surveys.
- Acting as a resource person for PGME office, Site Administrators, Faculty and residents by generating forms and spreadsheet, as well as collating information for reports and statistics.
- Resolving complex problems related to residents in consultation with Program Manager.
- Responding to residents requests for status verification and credentialing.
F. Program Support and Event Coordination
- Assisting the Program Manager in the setting up or coordination of other residency program events such as faculty or administrators' retreats, Resident Orientation, Residents' Conference, College Certification Exam, Teachers Toolbox, and other educational or social events for the residency program.
- Organizing and providing onsite support for the ALARM course for all first year residents.
- Provide backup administrative services, including minutes taking, when Postgraduate Admin. Assistant is away.
G. Other Duties
- Tracking Study - administering the tracking survey to program graduates, from the dissemination of the survey to the summarization of results.
- Website maintenance - maintaining and updating both the intranet and the external websites for postgraduate program, working with UBC IT to apply best practices to organize website content, to make larger formatting or content changes when required.
- Providing feedback and making recommendations to Director, Program and Education Managers to improve policies, procedures and business processes.
- Providing training to new staff and faculty on Connect Blackboard, as well as advising site administrators of any new business rules affecting financial processes.
- Other duties are necessary.
The Education Coordinator is expected to work independently under limited supervision. The Education Coordinator reports directly to the Postgraduate Manager. The Resident Coordinator works collaboratively and interactively with all staff province wide within the Family Practice Postgraduate Program. The Education Coordinator works collaboratively with program directors and program administrators to resolve resident management issues. The Education Coordinator works collaboratively with a wide range of internal and external stakeholders and is expected to maintain collegial relations with all contacts.
The Education Coordinator supervises and trains students or temporary staff as required during peak times and for special projects.
Consequence of Error/Judgement
The Education Coordinator is expected to work independently under limited supervision. Non-routine matters are referred to the Program Manager and the Education Manager. The Education Coordinator is responsible for large quantities of confidential information and is expected to maintain discretion and confidentiality at all times. Large volumes of confidential data exist in the Resident Database and CaRMS database. Errors in judgment during CaRMS process could affect negatively the selection process, and impact the outcome of the Match for the medical students. Accuracy and attention to detail are mandatory.
Consequence of error in financial processes could result in over or underpayment to residents or clinical faculty. Such errors could have financial impact on our budget. Errors in judgment can also negatively impact on the program event and cause embarrassment to the program.
High School graduation and two year post-secondary diploma. Undergraduate degree in relevant discipline. 4 years related experience or the equivalent combination of education and experience. Relevant UBC experience preferred. Experience in Postgraduate Medical education at either the program level or Postgrad Dean's office level highly desirable. Ability to communicate effectively verbally and in writing. Good organizational skills. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to effectively use word processing, spreadsheet, and database applications (e.g., Outlook, MS Word, MS Excel) Ability to take initiative and be self-directed. Ability to exercise tact and discretion when dealing with faculty and residents Ability to work effectively independently and in a team environment. Ability to maintain accuracy and attention to detail. Ability to work flexible hours when assisting with special events.
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.
All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.