Senior Program Assistant, Education

## Senior Program Assistant, Education**Job Summary** The Family Practice Postgraduate (FPPG) program at UBC is one of the largest residency training programs in Canada. It is also the most distributed postgraduate program within the Faculty of Medicine; with training sites and clinics located across the province of B.C. The FPPG Senior Program Assistant, Education provides diversified administrative assistance in the Central FP team while also supporting its distributed sites.The incumbent will work closely and collaboratively with staff and faculty centrally and in training sites across the province. As such, it requires a broad and extensive knowledge of the residency program, departmental operations, Dean’s Office (Postgraduate Medical Education - PGME) policies, and central UBC protocols. The incumbent is expected to develop effective relationships with a broad stakeholder group from the Health Care industry. **Organizational Status** The Senior Program Assistant reports to the Manager, Program and Learning Development. Interacts with: Family Practice faculty, staff, 400+ Residents, the Postgraduate Medical Education Dean’s Office, various governing bodies, and UBC central services. Collaborates directly with the Portfolio Directors (Family Physicians) for relevant Committees/Program Development. **Work Performed*** Establishes timelines and processes for initiatives within each portfolio* Monitors site compliance with processes, guidelines, and policy* Acts as a resource for complex issues and provides information, guidance and advice to residents, administrators and faculty* Responsible for efficient and timely communication with stakeholders* Takes initiative, problem-solves, determines course of action, and responsible for follow-through; ensures deadlines are met* Collaborates with physician leadership to develop resources, tools, and documentation to further the portfolio(s) initiatives* Committee Support:* + organizes meetings, prepares agendas, takes minutes, and collaborates on related documents + ensures key issues are brought forward for discussion and that action items are tracked and monitored + collaborates on the implementation of recommendations* Coordinates, attends, and supports in-person workshops: responsible for on site logistics such as room booking, catering, and IT* Orientates new faculty (across the province) to the initiatives within portfolios, provides overview of shared resources* Oversees communication platforms:* + Responsible for the maintaining content, navigation and access of the *intranet* system (Entrada); collaborates with physician leads on programmatic resources and educational content + Responsible for maintaining and organizing document repositories; manages access for faculty/staff as well as listservs* Performs other related duties and assists in projects as required, including the resident selection process* Determines the timeline for project submission; communicates milestones and requirements to learners, sites, and faculty* Tracks project cycle: requests, approvals, abstracts and completed projects* Maintains the research project repository; confidentially archiving materials* Supports curriculum mapping to identify gaps in training for accreditation purposes; analyzes data used to develop recommendations for academic changes* Assists in the development and management of a province-wide Electives Database and selection tool:* + Collaborates on the selection of the tool/technical solution + Collaborates with sites to develop the process for elective data management and sharing + Assists with the implementation planning, including training staff and residents + Responsible for ongoing maintenance and data integrity* Assists in the development and operations of the Central Academic Half Day curriculum program* Coordinates the Foundation for Medical Practice Education: Practice-Based Learning Program (FMPE-PBLP) module* Collaborates with sites and physician leads to establish curricula and content* Assists with the implementation and change management of this initiative* Recruits presenters and speakers; collaborates provincially to allocate teaching resources efficiently* Responsible for establishing schedules; resolving scheduling conflicts and facilitate changes* Coordinates the IT requirements and troubleshoots issues**Consequence of Error/Judgement** The Senior Program Assistant, Education is responsible for core academic functions of the residency program from an operational perspective. Ineffective processes and communication can impact the delivery of these functions and learning milestones. Additionally, ineffectual operations of these portfolios impact the program’s ability to strategically plan and meet accreditation standards. The incumbent will also be exposed to confidential information and is expected to maintain discretion at all times. Accuracy and attention to detail are of highest importance. **Supervision Received** The Senior Program Assistant, Education is expected to work independently under limited supervision. Non-routine matters are referred to the Program and Learning Development Manager. Tasks, policies, processes and objectives will frequently change. Therefore, the incumbent must apply discretion to determine the course of action, follow up independently and recognize what information is required to make reliable decisions. **Supervision Given** N/A* Relevant Faculty of Medicine or Post-graduate medical education experience* An undergraduate degree in a relevant discipline is desirable* Experience with data analysis and survey design* Strong interpersonal skills with a dedication to teamwork and collaboration* Proven ability to communicate effectively* Excellent organizational skills, ability to manage multiple projects simultaneously with keen attention to detail* Ability to analyze problems, synthesize key details, and effectively resolve issues* Must be highly self-motivated and be self-directed with a high degree of initiative* Must be able to thrive in a fast paced, high volume, and dynamic environment* Ability to exercise tact and discretion when dealing with faculty and Residents* Ability to work flexible hours when assisting with special events* Ability to effectively use MS Office Suite
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