VFMP Patient Program Administrative Assistant

The Patient Program portfolio specializes in the recruitment, educational training, and support of Standardized Patients (SPs), Clinical Teaching Associates (CTAs) and Volunteer Patients (VPs). A Standardized Patient (SP) is a healthy individual trained to portray a clinical problem or situation for the purpose of testing or teaching specific skills in the field of health care professionals. CTAs are individuals who are trained to support learning and instruction for Breast/Chest and Pelvic Exam, Genitourinary, and Prostate Exam. VPs participate “as themselves” to help medical students develop their skills and approach to patient interviewing and medical history-taking during the learner’s pre-clinical years.

The Patient Program Administrative Assistant is responsible for providing administrative support to the VFMP Patient Program. This position is responsible for overseeing administrative procedures and processes in areas such as payment processing, creating and maintaining filing systems, order supplies site administration for training and session delivery and coordination with program staff from Clinical Skills, TIPP, and PLAT on SP administrative/logistical matters.

This position is based at the Gordon and Leslie Diamond Health Care Centre - 2nd floor, DHCC 2775 Laurel Street and will require travel to other teaching sites, when appropriate. This position will require availability to work flexible hours to accommodate early morning or late day teaching sessions and/or meetings. This position requires a broad and extensive knowledge of University policies and the operational needs of the MD Undergraduate program.

Organizational Status

This position reports to the VFMP Patient Program Team Lead.

Internal: Interacts with Faculty, Program Managers and Coordinators, faculty members, FoM program staff and other distributed site staff.

This position acts as the central point of contact for Standardized Patients (SPs), Clinical Teaching Associates (CTAs) and recruitment and support of Volunteer Patients.

Work Performed

Administrative Support

• Provides administrative support to the VFMP Patient Program Office including coordinating room bookings for trainings and other program related meetings

• Works with Coordinators to create and distribute recruitment surveys

• Consolidates, organizes and processes written feedback after exams and teaching projects as needed

• Coordinates and deploy event site administration for Patient Programs projects. Responsibilities include procurement of props and linens, overseeing event day timing encounter scheduling to ensure all runs smoothly, ordering office supplies, catering, etc.

• Supports program coordinators in areas such as event schedules, exam track assignments and project timelines.

• Prepares classrooms for suitable teaching environments. Works in collaboration with the Clinical Skills Coordinator (s) and Administration teams setting up and cleaning rooms, making up exam beds, moving tutorial chairs and tables, guiding volunteers, students and faculty to their rooms as needed.

• Assists coordinators with Canvas administration including liaising with LT Hub to create new accounts and troubleshoot issues where needed

• Oversees proper functioning of scheduling software for recruiting.

• Oversees patient program database and ensures all information is up to date and accurate, including maintaining Supplier profiles for program partners in Workday

• Responds to general and confidential telephone, e-mail, and in-person inquiries. Highly confidential information is handled within this office

• Liaises with faculty and program staff within and outside of the Patient Program to consolidate documents required for Patient Program delivery such as event day schedules, site maps, and tutor/student manuals

• Develops and maintains electronic directories, multiple filing systems, and mailing lists as needed

• Coordinates high level program meeting requests including coordinating attendee invitations, distributing agendas and notice of meetings

• Responsible for minute-taking and distribution for Program team meetings as well as meetings with other departments. Some documentation may require a high degree of discretion or confidentiality

• Liaises with Patient Programs staff from distributed sites to ensure provincial standards are being maintained across the program

Finance

• Responsible for creating and updating efficient program payment systems

• Coordinates and processes SP, VP, and CTA payments, including creation and distribution of payment forms

• Creates and submits supplier invoices in Workday or as bulk EIB spreadsheets, which includes invoice coding and approval processing

• Oversees the ad hoc payments for child and adolescent volunteer patients

• Monitors and reconciles payments for completion and accuracy, ensuring EFT information is kept up to date both in Workday and with external payors

• Preparing financial documentation for staff and travel reimbursements, in accordance with policies and procedures

Other

• Performs other related duties as required to support VFMP and MDUP curriculum delivery

• Participates in the invigilation of mid-term and end of term examinations

Consequence of Error/Judgement

Errors in judgment or ineffective communication will compromise the ability of the SP Program to succeed, thereby effecting the quality of the MD Undergraduate Program and its accreditation status and could reflect negatively on the Faculty of Medicine and the University. Errors in payment processing would result in partner dissatisfaction and may result in a decline in partner engagement and collaboration.

Supervision Received

Works independently under the general direction of the SP Program Manager and in collaboration with the VFMP Office manager to ensure administrative practices meet unit service standards and UBC FIPPA and Finance compliance policies for data security, privacy, records storage, etc.

Supervision Given

None.

Minimum Qualifications

High School graduation, plus a 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

Experience with maintaining a respectful work and learning environment in alignment with UBC and the Faculty of Medicine’s Strategic Pillars and commitments related to decolonization and Truth and Reconciliation, and the MDUP’s commitments to intersectional engagement with Indigenous and Black Pathways students and community partners.

Experience working with staff, faculty and learners with diverse abilities, gender expression, gender identity, culture, and lived experiences. Demonstrates value for, and awareness of, best-practices in respectful and inclusive collaborator and colleague engagement that upholds these practices, commitments, and values.

Experience with, and awareness of, federal, provincial, institutional and Faculty values related to developing and maintaining respectful workplace environments as well as intersectional equity, diversity and inclusion initiatives. Experience promoting and modelling these values among team members and within support services that are provided to students, faculty, and community collaborators.

Relevant UBC experience is an asset. Knowledge of University policies and procedures is an asset.

Ability to maintain accuracy and attention to detail. Ability to effectively use MS Office (Outlook, Excel, Word, Teams, Zoom, SharePoint at an intermediate level.

Ability to prioritize work, multi-task, work under pressure and meet deadlines. Ability to gather, record, and organize information.

Ability to communicate effectively verbally and in writing. Ability to compose service-oriented correspondence using clear and concise business English.

Ability to accurately maintain appointment calendars, and schedule appropriate appointments. Ability to work effectively independently and in a team environment.

Highly effective interpersonal and organizational skills. Ability to deal with a diversity of people in a calm, courteous, and effective manner.

Ability to make thoughtful, informed, and thorough decisions. Ability to determine the nature and urgency of inquiries and issues and triage appropriately.

Ability to exercise tact and discretion. Flexibility and a desire to support an enthusiastic, service-driven team.