Sr. Program Assistant, Rural Cpd

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)Job TitleSr. Program Assistant, Rural CPDDepartmentRural Programs 1 | Continuing Professional Development | Faculty of MedicineCompensation Range$4, $5,102.00 CAD MonthlyPosting End DateJuly 15, 2024

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

Job End Date

Jul 12, 2025

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
This position works within two portfolios in the UBC Faculty of Medicine's Division of Continuing Professional Development (UBC CPD). Fifty percent of the role works within Rural Continuing Professional Development (UBC RCPD) and is responsible for coordinating the delivery of custom educational programs and courses in both online and in-person formats for physicians and other health professionals in British Columbia. The incumbent works to ensure that all levels of coordination of community based CPD programs are implemented within budget, utilizing a variety of computer, organizational, and prioritization skills. Fifty percent of the role works within the UBC CPD Accreditation Portfolio. The incumbent is responsible for conducting preliminary reviews of CPD accreditation applications and liaising with applicants and physician reviewers to ensure timely and accurate completion of application reviews. Attention to detail is critical to ensure application approvals are in-line with the National Standard for Support of Accredited CPD Activities, Canadian College of Family Physicians' Mainpro+ Standards and the Royal College of Physician and Surgeons' MOC Standards.

Organizational Status

This position reports to the UBC CPD Project Manager as well as taking direction from the UBC CPD Accreditation Coordinator. The incumbent also works closely with other members of the UBC CPD team.

• Works closely, collegially, and collaboratively with other UBC CPD staff in all UBC CPD portfolios, including Conference Services, Strategic Projects and Partnerships, and Creative Learning, and Administration as well as UBC CPD's senior leadership, Medical Directors, and consultants.
• Interacts regularly with various external organizations, including College of Family Physicians of Canada and Royal College, as well as departments on campus within and outside of the Faculty of Medicine, administrators of campus and hospital departments, healthcare organizations, funding agencies, planning committees, external service providers (e.g. event venues, caterers, videoconferencing, and audio/visual support) and program/course participants (e.g. physicians, nurses, and other health care professionals).

Work Performed

UBC RCPD (50%). Incumbent will:

• Independently organize and execute multiple high profile CPD events and activities with minimal supervision, including complex audio visual set up, coordination of speakers/facilitators/instructors and special equipment, arranging event catering and liaising with event registrants.
• Monitor budgetary expenditures and authorize expenditures within prescribed limits.
• Ensure courses adhere to national and provincial accreditation and certification standards where applicable.
• Prioritize and adjust workflow based on changes to the budget, actualized registration numbers per event and other variables.
• Record minutes at planning committee and working group meetings and distribute them in a timely fashion to participants with clear action items.
• Assist project team in developing new course learning modules on UBC CPD Moodle (an online learning platform).
• Compile and prepare program syllabus for learners following best practices and standards.
• Contribute to the development of appropriate learning objectives, liaising with working group or subject matter experts as needed.
• Act professionally in communication with faculty, instructors, and others to make CPD program arrangements including travel and accommodation bookings.
• Implement marketing plan and delivery per event; ensure that website and other marketing vehicles are kept up to date.
• Design workshop promotional materials (e.g., brochures, flyers, postcards, journal print advertisements, posters) using software such as MS Publisher, Adobe Illustrator, Adobe Acrobat, etc.
• Collect, summarize, and review course evaluation data and suggest areas for improvement.
• Work with project team to develop status and final program reports for sponsors and stakeholders.
• Ensure that subject matter experts, working group members, and speakers/facilitators are paid on time for project work.
• Assist other CPD staff with the completion of courses/programs to ensure the operational efficiency and the reputation of the department is maintained.
• Travel occasionally to regional hubs outside Vancouver (e.g., Victoria, Kelowna, and Prince George) and/or rural communities in British Columbia for on-site support at events.

UBC CPD Accreditation (50%). Incumbent will:

• Maintain up-to-date knowledge of the National Standard for Support of Accredited CPD Activities, Canadian College of Family Physicians' Mainpro+ Standards and the Royal College of Physician and Surgeons' MOC Standards (full training provided).
• Receive, organize and review time-sensitive external and internal accreditation applications, in line with the National Standard for Support of Accredited CPD Activities, Canadian College of Family Physicians' Mainpro+ Standards and the Royal College of Physician and Surgeons' MOC Standards
• Input and manage data and information related to external and internal accreditation applications.
• Troubleshoot any issues/errors that arise related to accreditation applications.
• Monitor accreditation inbox and online platform submissions.
• Corresponds with accreditation applicants and answers accreditation questions or escalates them to other members of the team, as required.
• Corresponds with physician reviewers and other internal and external stakeholders.
• Collates submission materials for review, ensures all required documents are submitted.
• Prepares and updates accreditation-related materials.
• Corresponds with College of Family Physicians and Royal College of Physicians and Surgeons, as required.
• Prepares accreditation training materials and supports accreditation training sessions.
• Sets up meetings takes minutes, as required.
• Corresponds with accreditation applicants and other internal and external stakeholders.
• Performs other duties as assigned.

Consequence of Error/Judgement
This position requires judgment, tact, discretion and initiative to an outstanding degree. Considerable judgment must be initiated and carried through activities important to the functioning of UBC CPD. Poor judgment or ineffective communications with community partners, UBC departments and external organizations could result in strained relations that compromise the integrity and credibility of UBC CPD.

Supervision Received

Works independently, reporting to the UBC CPD Project Manager and taking direction from the UBC CPD Accreditation Coordinator May take some direction from the UBC RCPD Program Coordinator and Senior Manager depending on project assignments. The incumbent will be expected to:

• Work collegially and collaboratively with the other UBC CPD staff.
• Interact regularly with internal and external UBC CPD stakeholders, including accreditation applicants, administrators of campus and hospital departments, conference chairs, planning committees, subject matter experts, course instructors and facilitators, external services providers, learners, and others.

Supervision Given
The incumbent might be responsible for overseeing event volunteers, sample patients and/or students, depending on assigned projects.

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

• Working knowledge of both traditional and online methods of course delivery preferred.
• Demonstrated interest in CPD/CME, medical education, rural healthcare, accreditation preferred.
• Ability to proactively plan and prioritize work and communicate capacity to UBC CPD Program Coordinator and UBC CPD Accreditation Coordinator is critical.
• Ability to maintain accuracy and exceptional attention to detail.
• Ability to anticipate problems and issues and plan ahead.
• Ability to compose correspondence, reports, presentations, and other written materials clearly and concisely using business writing style.
• Ability to accurately proofread for spelling, grammar, and punctuation.
• Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals.
• Ability to assist participants and stakeholders in identifying appropriate courses of action using best practices in customer service.
• High level of proficiency in MS Word, Excel, PowerPoint, Publisher as well as e-mail and Internet required.
• Willingness to independently troubleshoot and operate educational software and technology (e.g., online survey platforms, videoconferencing, recording and live streaming).
• Experience working with learning management systems (LMS), particularly Moodle, an asset.
• Experience working with the medical community an asset.
• Ability to understand and apply policies, procedures, and instructions.
• Ability to listen actively and attentively, and obtain clarification as required.
• Ability to conduct needs analyses, plan, organize, manage, monitor, complete, and evaluate projects within allocated time and resources.
• Ability to work effectively with minimal supervision.
• Ability to work well both independently and in a team environment.
• Ability to develop and maintain cooperative and productive working relationships.
• Ability to prioritize tasks and manage deadlines with a high level of organization in the context of overlapping duties, courses and timelines
• Adaptability to fluctuating work intensity throughout the year required
• Ability to work some evenings, weekends and/or occasional early mornings as required for course planning/ delivery.
• Driver's licence is an asset

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.

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