Program Coordinator, Phpm Program

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Job Profile

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Department

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Posting End Date

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

Job End Date

Please note, this position is part-time 50% FTE (17.5 hours per week). Salary will be prorated based on FTE.

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

This position supports the Public Health and Preventive Medicine (PHPM) and Integrated Public Health and Preventive Medicine - Family Medicine (PHPM-FM) Residency Programs.

The incumbent is responsible for coordination of core operational functions of the program: they will coordinate the resident academic and clinical experiences, implement procedures and processes, coordinate Faculty initiatives, and respond to complex inquiries from learners. In addition, the incumbent coordinates the workflow and activities for the public health theme in the Undergraduate Medical Education Program. The incumbent is given varying degrees of latitude for exercising independent initiative and judgement to develop operational procedures, determine priorities, and coordinate program deliverables.

The incumbent is required to have an extensive understanding of programmatic, site and Faculty of Medicine (FOM) policies and procedures. Additionally, incumbents will develop a large network of relationships with stakeholders within the Health Authorities, Hospital Departments, UBC units, and Postgraduate Offices.

Organizational Status

Reports to the PHPM Program Manager. Takes direction from Program Manager, Program Director, Associate Program Director and the Program Director-Undergraduate Medical Education. Interacts with preceptors, residents, medical students and various healthcare professionals and organizations, along with the office of Postgraduate Medical Education in the UBC Faculty of Medicine.

Housed within the Faculty of Medicine, the School of Population and Public Health (SPPH) is an innovative unit that encompasses many of the health-related groupings at UBC as a collaborative venture. The School is structured around four divisions: Occupational and Environmental Health; Health Services and Policy; Epidemiology, Biostatistics and Public Health Practice; and Health in Populations. The resulting mix of professions and disciplines is seen as a means of connecting individuals and learners to galvanize the relationship between health research, public health and health services and to enhance learning.

Work Performed

Program Delivery:

• Coordinates workflow and operational processes for the PHPM and PHPM-FM programs.

• In collaboration with the PHPM Program Manager, organizes and supports Resident Program Committees; prepares meeting materials, takes minutes and provides additional meeting/workshop support as needed.

• Organizes and facilitates educational functions such as orientation, practice exams, simulation sessions and scholarship events.

• Organizes faculty development workshops, activities, events and communication in collaboration with the PHPM Program Manager or designate.

• Responds to complex inquiries and triages dynamic, sensitive, and confidential issues in varying domains such as resident performance, preceptor issues, financial concerns and other elements of program delivery.

• Supports the Site Leads, faculty and residents in navigating/interpreting University, Faculty of Medicine, and Postgraduate Education policies; provides input into and maintains tracker for site specific guidelines.

• Supports the accreditation processes by identifying areas of risk and providing suggestions for improvement to the PHPM Program Leaders; contributes to accreditation documentation; coordinates logistical aspects of accreditation visits.

• Other duties as required.

Undergraduate Medical Education Program Coordination

• Collaborates on the creation of promotional materials and social media content to market the program.

• Engages with and provides insights from community partners to create opportunities to attract future doctors to the program.

• Supports the UGME Program Director to promote public health among undergraduate medical students.

• Liaises with public health sites across BC and coordinates clerkship electives for undergraduate medical students, including maintaining One45 with up-to-date clerkship elective information and evaluations.

• In collaboration with the Undergraduate Medical Education Program, tracks, calculates and submits academic teaching payments.

• Supports medical students by responding to inquiries.

Clinical Scheduling:

• Collaborates and communicates with various health authorities, clinics, hospitals, and departments to confirm capacity, secure placements and develop draft rotation schedule for program leaders.

• Ensures preceptors and hospital administrators are aware of the protected academic sessions and resident time off.

• Addresses and escalates scheduling issues on behalf of the preceptor and residents.

• Responsible for keeping the online scheduling systems (One45 and CPMS) current with resident and preceptor data.

Academic Curriculum and Sessions:

• Supports scheduling of speakers for Academic Half Day topics at the direction of the Program Manager and Faculty Theme Lead.

• Using the learning management system, distributes objectives, cases and all supporting documentation to residents and presenters.

• Responsible for securing rooms and video conferencing options and coordinating and troubleshooting issues during the session's delivery.

• Maintains an in-depth knowledge of the financial policies and procedures in relation to the PHPM and Integrated-PHPM-FM program, with emphasis on resident reimbursement, teaching payments and faculty reimbursement.

• Tracks, calculates and submits academic teaching payments.

• Authorizes expenditures within prescribed limits, triages resident reimbursements paid by PGME and drafts communication pertaining to PGME reimbursement policies.

Assessment & Evaluation:

• Maintains/updates individual academic records for residents; including tracking and escalating performance or professionalism related issues.

• Monitors assessment and evaluation of residents through the online system; responsible for disseminating assessment forms promptly.

• Schedules periodic reviews (resident progression) and generates assessment reports to support these meetings.

• Coordinates and supports the Competency Committee meetings including gathering materials and minuting the meeting.

• Disseminates and tracks completion of teacher assessment and rotation evaluations; creates year-end evaluation reports for review by PHPM Program leaders.

Resident Support:

• Responsible for maintaining accurate resident records in the Resident Management System relating to academic promotion, vacation, and leaves/absences.

• Plans, organizes and executes program events such as orientations, resident retreats, and graduations.

• Responds to inquiries by residents in alignment with the Resident Doctors of BC Collective Agreement, PGME-level policies, and program-specific policies.

• Liaises with health authority partners to arrange patient system records access, training and hospital access.

• Liaises with PGME office to secure housing for residents.

Consequence of Error/Judgement

• Errors in monitoring and processing financial transactions may lead to delayed payment to clinical faculty and residents, or funding shortfall for the site.

• With respect to the handling of confidential and delicate matters, inappropriate action may result in breaches of confidence and/or would negatively reflect on the program and could potentially lead to the withdrawal of a teaching site.

• Error in judgment or ineffective communication may lead to loss of educational opportunities, clinical shortages, or even patient safety issues.

• This position will be responsible for access, collection, use and disclosure of personal information in accordance with the BC Freedom of Information and Protection of Privacy Act (RSBC 1996) and other UBC privacy and security policies. This position requires employees to work under strict confidentiality requirements; internal procedures and policies to protect personal information must be followed and adherence to these requirements will be regularly reviewed by the employer.

Supervision Received
Works independently under broad direction. The incumbent is expected to be able to take initiative, problem-solve, and apply discretion to determine course of action and then follow through independently. Reports to the PHPM Program Manager and takes direction from Program Manager, Program Director, Associate Program Director and the Program Director-Undergraduate Medical Education.

Supervision Given
N/A

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

• Previous medical education or post-secondary administrative experience an asset.

• Experience with working in a collaborative, team environment.

• Proven experience in dealing with a diversity of people in a calm, courteous, and effective manner.

• Flexibility to assist with occasional special events outside of normal working hours.

• Familiarity with MS Office Suite and comfortable with navigating a variety of administrative web-based systems.

• Excellent organizational skills including setting priorities and managing multiple tasks.

• Excellent problem-solving skills, and the ability to navigate in the changing landscape of medical education.

• Ability to take initiative, determine course of action and then follow through independently.

• Ability to communicate effectively, both verbally and in writing.

• Ability to work independently and productively in a hybrid and distributed work environment.