Postgraduate Program Coordinator

4 weeks ago

Vancouver, British Columbia, Canada The University of British Columbia Full time
Job Summary

The University of British Columbia is seeking a highly organized and detail-oriented Postgraduate Program Coordinator to join our team. This is an exciting opportunity to work in a dynamic environment and contribute to the success of our Postgraduate Education Program.

Key Responsibilities
  • Manage the creation and implementation of the master rotation schedule for PGY 1-4 Medical Residents, ensuring timely and accurate scheduling assignments to 9 major affiliated teaching sites within 70+ rotations.
  • Liaise and negotiate with faculty, UBC departments, hospital personnel, and residents regarding policies, rotations, and schedules, resolving any unusual scheduling issues as warranted.
  • Exercise discretion in making decisions that determine the flow of schedule, exercising judgment and discretion when determining ongoing scheduling changes.
  • Manage the assignment and coordination of 150+ external resident rotations from Anesthesia, Surgery, Emergency Medicine, Pathology, Radiation Oncology, and other disciplines as needed.
  • Ensure online schedules are up-to-date and posted accordingly, managing and maintaining Site Contact lists for 70+ rotations.
  • Perform other related duties and participate in projects as required.
  • Provide guidance and support to residents on appropriate systems, resolving new and unusual issues as needed.
  • Lead resident resource/advisor and information source regarding program-related issues, holding final authority/decision-making responsibility for scheduling change request policy enforcement across the program.
  • Manage the processes and procedures associated with out-of-province electives and research electives, advising and directing residents on appropriate processes and procedures.
  • Write, review, and edit Fellow Application reference letters, which impact the career advancement of residents on behalf of the Program Director, advising the Program Director as needed.
  • Assist with invigilation of educational exams/simulated sessions, such as Goals of Care and Crucial Conversation sessions.
  • Coordinate all aspects of the Quarterly Sub-Specialty Committee meetings.
  • Deliver the orientation and invigilation of educational exams, both oral and written, including the ACP In-Training exam.
  • Participate in the development and implementation of new systems to ensure quality control within the program.
  • Work in conjunction with the Program Manager on implementing program changes.
  • Advises Program Director and Program Manager of ongoing issues within the program.
  • Responsible for all aspects of the Postgraduate Education Program in the absence of the Program Manager.
Requirements
  • University degree in a relevant discipline.
  • Minimum of two years of related 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
  • Undergraduate degree in a relevant discipline.
  • Post-secondary education degree with emphasis on business practices and/or education preferred.
  • Experience working in a postgraduate training setting and experience with UBC policies, procedures preferred.
  • Ability to be thorough, accurate, and have a high level of attention to detail.
  • Ability to communicate effectively verbally and in writing.
  • Ability to exercise sound judgment.
  • Ability to provide quality service to customers in a courteous, patient manner.
  • Ability to analyze problems, identify key information and issues, and effectively resolve.
  • Ability to deal with a diversity of people in a calm, courteous, and effective manner.
  • Ability to exercise tact and discretion.
  • Strong organizational, analytical, and interpersonal skills.
  • Ability to work a flexible schedule, including early morning meetings and evening and weekend events as required.
  • Ability to work effectively independently and in a team environment.
  • Ability to travel between sites as needed.

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