Residency Sr Program Assistant - Med Ed

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Note: Applications will be accepted until 11:59 PM on the Posting End Date.

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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 Summary

As a member of the UBC Department of Obstetrics and Gynaecology, the Residency Sr Program Assistant provides administrative support to the department's residency program. Reporting to the Residency Program Administrator, this position requires knowledge of University policies, BC health authorities, PGME and Education administration processes as well as knowledge of Accreditation and CBME standards of the Royal College of Physicians and Surgeons of Canada, including Resident Doctors of BC collective agreement.

Working with the Residency Program Administrator, this position manages day-to-day administrative processes for the department's residency program.

As a member of the department's Education team, this position provides assistance and coverage as needed. The position requires flexibility in work hours and travel to hospital sites for meetings and program activities and/or perform work at hospital sites as required to meet the various ObGyn education programs, timelines, deadlines, and operational requirements.

Organizational Status
The position is accountable to and reports directly to the Residency Program Administrator as well as follows direction from the Residency Program Director(s).

Work Performed

Residency Program Support

- Provides annual reports for Faculty teaching evaluations

- Updates Resident orientation manual

- Updates Resident contact information

- Updates OBGYN education website

- Updates Residency website

- Oversees Residency room bookings

- Oversees Residency catering

- Responsible for all Resident elective requests, approvals and onboarding processes

- Provide support to the Fred Bryans Global Health Program

- Assist with program events such as, but not limited to: CaRMS, AHD Labs & Simulation, OSCE and Journal Club, and Graduation Banquet as delegated

- Responsible for maintaining Entrada

- Submits resident housing requirements to PGME Office

- Coordinate coverage with other Residency Sr Program Assistant(s) to provide back up

- Other duties as delegated by the Residency Program Administrator and/or Education Manager

Finance Related Support

- Oversees the Faculty postgraduate clinical teaching submissions through the OBGYN Education Database

- Works with CTAA Chair and supports annual CTAA meeting with teaching activity reports, agenda and minute taking

- Works with Education Manager during fiscal year end with Program/Department accounts for payments

- Responsible for all year end calculations, processes relating to Clinical teaching activities and Standing Committee meetings

- Responsible for the submissions of fiscal year end payment process through Workday

Consequence of Error/Judgement
It is important that department records are dealt with conscientiously and confidentially. Errors or incorrect decisions may have a direct impact on the reputation of the Department 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 Received
Works independently and under the supervision of the Residency Program Administrator. Work is performed in accordance with established procedures and accepted practices.

Supervision Given
No 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 inclusion

Preferred Qualifications

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.