Senior Program Assistant Years 1

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Sr Program Asst-Med Ed (Gr8)Job TitleSenior Program Assistant Years 1 & 2 (SPH)DepartmentClinical Skills | Medical Undergraduate | Faculty of MedicineCompensation Range$4, $5,102.00 CAD MonthlyPosting End DateApril 17, 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 Description Summary

This position has the primary responsibility for the day-to-day administration and operational running of the Year 2 Clinical Skills Integration (CSI) teaching sessions, Sensitive Exam teaching sessions and the on-site delivery of Year 1 and Year 2 Clinical Skills sessions at St Paul s Hospital (SPH). In Year 2, there are 6 Clinical Skills Integration (CSI) sessions. Students see volunteer patients and in-patients to practice their Clinical Decision making. During Sensitive Exams sessions students learn and practice Breast/Chest & Pelvic Exam Genitourinary & Prostate Exam​

This position is in constant liaison with Site Directors, program and hospital staff to ensure that schedules and educational materials are prepared and distributed and that students and tutors are fully supported. Tasks include on-site teaching room and equipment preparation for sessions at St Paul s Hospital and DHCC. The position plays a key role in ensuring the smooth delivery of renewed Year 1 and Year 2 Clinical Skills sessions.

This position is based primarily at the Gordon and Leslie Diamond Health Care Centre - 2nd floor, DHCC 2775 Laurel Street with frequent term-time travel to St. Paul s Hospital - 5th Floor, Burrard Building, as required and occasional travel to other hospital sites and UBC for exam invigilation. This position will require availability to work flexible hours to accommodate early morning or late day teaching sessions and/or meetings.

Organizational Status

Reports directly to the Team Lead, Clinical Skills and works closely with the Clinical Skills Site Director(s). Interacts with teaching faculty members, students, clinical skills and multiple units in the MD Undergraduate Program and other departments/organizations within and external to UBC.

Our Vision: To Transform Health for Everyone
Ranked among the world's top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 11,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.

The Faculty is comprised of: approximately 2,200 administrative support, technical/research and management and professional staff, as well approximately 650 full-time academic and 8,500 clinical faculty members, 19 academic basic science and/or clinical departments, three schools, and 23 research centres and institutes. Together with its University and Health Authority partners, the Faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province.

Work Performed

• Organizes and coordinates Clinical Skills Integration teaching sessions. Schedules students, identifies, recruits, and confirms faculty tutors, compiles and distributes student handouts and materials, and maintains email lists. Schedules substitutes when tutors drop out or are unable to attend a session. Works with Assessment and Evaluation Coordinators to track and follow up on missing WBAs and tutor assessments.
• Organizes and coordinates UBC Clinical Skills Sensitive Exams teaching sessions. Schedules students, identifies, schedules, and confirms faculty tutors, compiles and distributes student handouts and materials, and maintains email lists. Schedules substitutes when tutors drop out or are unable to attend a session.
• Coordinates with the Patient Program teams to schedule Volunteer Patients and Clinical Teaching Associates for the teaching sessions. Coordinates with the In-Patient Coordinators to ensure patients are available for teaching sessions. Liaises with all coordinators for patient assignments and distributes information to students and relevant teams.
• Coordinates with the Medical Education Electives team the scheduling and tracking of Clinical Skills Medical Education Elective Residents for Years 1 and 2 teaching sessions.
• Works in collaboration with the provincial Clinical Skills team, supporting provincial tasks as required and the VFMP Site directors with finalizing and distributing provincial educational materials.
• Coordinates with program assistants to ensure the smooth implementation of Clinical Skills Integration sessions at multiple teaching locations.
• Creates and distributes teaching schedules to Clinical Skills Tutors, Students, Program, and patient coordinators. Advises and communicates any scheduling changes to the relevant teams
• Supports all Years 1 & 2 Clinical Skills teaching sessions at St Paul s Hospital. Sets up and takes down teaching rooms and prepares appropriate equipment, supplies and learning materials.
• Supports volunteer patients on how to prepare for their session, escorts patients to teaching rooms, and ensures their comfort for the duration of their session. Advises volunteer patients on session information, confidentiality and informed consent issues, and escalates complex issues as needed.
• Responds to faculty enquiries about the teaching sessions and problem solves on-site should a teacher be delayed or absent. Schedules tutor substitutions and communicates to all the relevant teams. Suggests improvements to the Clinical Skills Team Lead or Site Directors based on tutor concerns or issues following the teaching sessions.
• Tracks and processes payments for teaching faculty.
• Maintains and distributes student contact lists to all parties requiring them throughout the academic year.
• Tracks and records student attendance and excused absences. In accordance with the Policies and Procedures, advises students, site Directors, faculty and Clinical Skills program staff.
• Assesses supply and session needs at SPH. Makes recommendations to the Clinical Skills Team Lead on resourcing needs such as equipment, medical and linen supplies.
• Coordinates and attends, provincial and local team meetings, debrief planning and development meetings as required.
• Arranges room bookings for teaching sessions in collaboration with the CS Team Lead and teams at different sites.
• Provides program support to colleagues at various sites, including covering for staff absence.
• Provides input to the Clinical Skills Team Lead on the development and establishment of new policies and procedures as it relates to program and course delivery. Works with program staff to coordinate and implement these changes.
• Performs other related duties as necessary in keeping with the qualifications and requirements of the job. Assists, where appropriate, in the activities of the Medical Undergraduate Program, for example, invigilating student examinations.

Consequence of Error/Judgement

The individual will be expected to exercise considerable judgement in prioritising and scheduling Clinical Skills. Impact of error is considerable as the incumbent would be dealing with sensitive, confidential information as well as material that is widely distributed. Any errors in judgment could have repercussions for faculty, patients, students, staff and the image of the Faculty and UBC as a whole. Scheduling accuracy and coordination of sessions are critical as mistakes are costly for both students and physician instructors whose working days are tightly scheduled. This position involves strong organizational and prioritization skills and good judgment. Incumbent must possess a good understanding of the Undergraduate Medical Education Program and must have the ability to resolve situations in the absence of established policies, procedures and guidelines. Utmost tact and discretion must be exercised when dealing with issues of a sensitive nature.

Supervision Received

Duties are performed independently as required, under limited supervision but with some direction from the Clinical Skills Team Lead and Site Directors.

Supervision Given

May provide direction to program staff at teaching locations on related Clinical Skills matters.

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

Knowledge of medical terminology and experience in a medical setting preferred. Knowledge of University administrative processes an asset. Ability to type 60 wpm and operate normal range of office equipment. Ability to exercise tact, and discretion. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to effectively manage multiple tasks and priorities.
Demonstrated ability to set, prioritize and work effectively under pressure to meet deadlines.
Strong problem solving skills. Strong ability to analyze problems, identify key information and issues, and effectively resolve. Demonstrated ability to take initiative and exercise sound judgement.
Superior organizational skills. Ability to cope and manage during stressful times and to manage change effectively.
Ability to make logical and sound decisions, and to know when to act independently or to seek assistance.
Ability to compose correspondence, reports, presentations, and other written materials using clear, concise and accurate business English. Ability to communicate effectively verbally and in writing, in a clear, attentive, professional and polite manner. Strong interpersonal skills. Ability to deal with people in a courteous, calm manner. Ability to work independently with minimal supervision and within a team environment.
Intermediate to advanced level computer/systems experience required (Zoom, Video-conferencing, Adobe Pro Microsoft Office programs, including Outlook, Word, Excel, Teams, SharePoint and PowerPoint). Experience working with workday and course scheduling software is an asset.

Ability to fulfil the physical requirements of this position, including unpacking hospital linens, making up exam beds, moving tutorial chairs and tables for example.

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