Residency Sr Program Asst

Job SummarySupports the Department of Obstetrics and Gynaecology Education Programs with a primary focus on the Residency program.Organizational StatusWorks independently and reports directly to the Residency Program Administrator as well as follows direction from the Residency Program Director(s). Interacts with Education Manager, Residents, Faculty members, outside stakeholders, PGME, UBC, and Postgraduate Dean’s Office, Faculty of Medicine. Work PerformedGeneral Residency Program Support- Coordinates new residents' set up at all training sites ensuring they are affiliated with UBC, coordinating educational licenses, photo ID, keycard access, OR e-slate access, preparation of documents and facilitating temporary hospital privileges- Responsible for Resident Welcome BBQ, Resident Day BBQ and Book Camp- Works with Program Director and oversees quarterly Fireside Chats- Coordinates updates of Rotation Competencies- Maintains and distributes all resident call information, schedules and changes including Health Authority on-call scheduling systems- Oversees approvals of vacation requests including notification to services and residents, ensuring that adequate house staff coverage for patient care is not compromised- Administers resident personnel files including evaluations, exam results, attendance records, correspondence, licenses, research projects and remediation documentation- Prepares resident personnel files for bi-annual performance meetings with Program Director- Maintains and records attendance at Journal Clubs, academic seminars, NRP and ACLS courses, conference, vacation, courses and lieu days- Prepares notification to all services ensuring residents are freed of all clinical obligations without compromising appropriate resident house-staff coverage during periods of mandatory program educational events and courses- Maintains One45, Resident Research Database, and Resident Management System (RMS)- Prepares/Roll over Rotations on one45 Evaluations and release blocks, OOP evaluations, Evaluation reminders- Reports annual MOCOMP educational hours for physicians- Attends Education team meetings, Residency Program, PGME meetings, and Departmental meetings as required- Provides back up for the Residency Program Coordinator for RPC and CC meetings- Compiles CC data for CC meetings- Maintains resident research progress reportFinance Related Support- Inputs Residency formal teaching activities to Teaching Tracking Program (TTP)- Submits Residency program reimbursements and invoice payments through Workday- Approve Residents PGME portal reimbursements- Updates financial tracking sheets for all Residency accounts (RAF; OB & Gyne Clinics)- Submits faculty committee attendance in the departmental online Education Database- Prepares and submits resident reimbursement of site call or home call, statutory holidays and chief resident stipends- Submits payroll codes for residents to Vancouver Coastal Health payroll Assistance to Residency Program Administrator- Assists Residency Program Administrator with: CaRMS, AHD Labs & Simulation, OSCE and Journal Club.- Coordinates and shares back up responsibilities with the other Residency Sr Program Assistant Consequence of Error/JudgementIt is important that department records are dealt with conscientiously and confidentially. Errors or incorrect decisions made may have direct impact on the reputation of the Department of Obstetrics & Gynaecology and/or its divisions or programs. Accuracy and attention to detail are critical, as mistakes are costly for students, staff, fellows and faculty members. This position requires the incumbent to exercise strong organizational and prioritization skills and good judgment. Tact and discretion must be exercised when dealing with issues of a sensitive nature.Supervision ReceivedWorks independently and under the supervision of the Residency Program Administrator. Work is performed in accordance with established procedures and accepted practices.Supervision GivenNo supervision given.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 inclusionPreferred QualificationsHigh School graduation and 2-year post-secondary education. 4 years of related experience or the equivalent combination of education and experience. Experience in postgraduate education environment preferred with knowledge of Workday and UBC postgraduate education systems such as Entrada, One45 and RMS. Ability to perform word processing at 60 words per minute. Ability to take and transcribe accurate meeting minutes. Word processing/computer experience required intermediate to advanced MS Word and Excel. Ability to exercise tact and discretion. Demonstrated ability to take initiative, prioritize and meet deadlines. Effective interpersonal, oral and written communication skills. Ability to maintain accuracy and attention to detail. Ability to work independently and work effectively in a team environment under pressure to meet deadlines. Effective interpersonal and organizational skills. Effective problem-solving skills. 4 years related experience or the equivalent combination of education and experience.