Program Coordinator - Kootenay Boundary
Job End Date
NOTE: This is a part-time, ongoing position located in Trail, BC. The posted salary range will be pro-rated according to the FTE.
This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.
This position provides diversified administrative management in the Faculty of Medicine’s Department of Family Practice, Postgraduate Residency in the Kootenay Boundary region based in Trail, BC. It requires a broad and extensive knowledge of the organization and operation of the Residency Program, Interior Health Authority and the University of British Columbia.
The incumbent works with Family Practice (FP) Central Program Office and Site Faculty at the Kootenay Boundary Site to provide organizational support in the areas of Curriculum Development, Faculty Development, Assessment and Evaluation, Behavioural Medicine and Scholarship/Research. The Program Coordinator, in partnership with the Site Director (an MD) provide key leadership to ensure that program delivery at the site is successful. Additionally, the Program Coordinator provides guidance and support for resident learners.
The incumbent works with a high degree of independence and is given varying degrees of latitude for exercising professional judgement. This role requires extensive initiative in developing processes and implementing Program, Postgraduate, and University policies at a local level. This role requires a solid understanding of UBC financial and Faculty of Medicine procedures. Additionally, they will work closely with administrative and clinical staff in the Interior Health Authority.
Reports to the Site Director of Kootenay Boundary Family Practice Postgraduate Program, and administratively to the Senior Manager of the FP Postgraduate Program in the Central Office. Works closely with the Site Faculty, liaises between Health Authority, hospital departments, health professionals in the community, and residents.
Participates in strategic planning and policy development related to resident education at the Kootenay Boundary training site. Supports overall priorities, goals, and initiatives. Responsible for operational implementation.
Responsible for communicating, interpreting, and implementing policies to learners and faculty 3. Manages the resident’s training schedule by coordinating with clinical faculty, specialty departments, community health providers and medical organizations. Works with the Site Director to identify schedule gaps/pressure and troubleshoots accordingly. Responsible for the data integrity and accurate configuration of the scheduling system.
Works with the Site Director on the assignment, recruitment and appointment of clinical and academic teachers. Liaises with FP Department to facilitate clinical faculty appointments.
Ensures resident and preceptor assessment along with rotation evaluations are distributed and completed according to assessment and evaluations policies. Identifies resident performance issues and escalates to Site Director.
Manages all curriculum and assessment related activities in collaboration with Site Faculty. Manages all logistics and scheduling related to academic teaching, procedural workshops/courses, research days, hospital rounds and exams to ensure that residents meet the curricular requirements to graduate.
Manages all resident leaves in the web-based system based on interpretation and application of policies, including residents in academic difficulty. Ensures both residents and faculty are aware of leave policies and procedures. Escalates situations as necessary to Site Director to collaborate on solutions.
Participates in accreditation activities and contributes to documentation provided to the Central Program Office and the College of Family Physicians of Canada.
Organizes and participates in site committee meetings. Key input is required at the Site Education Committee and Competency Committee meetings where decisions related to resident progress and performance is determined.
Responsible for incoming resident orientation program and all onboarding activities to prepare residents for clinical duties, including managing a multi-day orientation of introductory didactic and workshops, hospital access, privileges, call rooms, and accommodation.
Manages full-cycle resident selection activities and responsible for advertising, such as developing marketing materials and open houses.
Coordinates faculty development events and Continuing Medical Education sessions as well as other program events such as graduation and resident retreats.
Participates in ad-hoc projects and continuous quality improvement initiatives as required.
Finance and Administrative Management
Manages the site budget (including resident support funding); develops a plan for site funding. Provides recommendations to the Site Director according to UBC financial and postgraduate policies.
Reconciles accounts at academic and fiscal year end.
Responsible for tracking, validating, and submitting requisitions for academic and clinical teaching payments.
Generates and submits requisition for payment for all operating expenses generated by the site. 5. Approves resident expenses paid through the Dean’s office or through the FP Residency Program.
Consequence of Error/Judgement
Errors in monitoring the budget and financial transactions may lead to a budget shortfall and deficit and a loss of funds. In the handling of confidential and delicate matters and communications, tact, diplomacy and excellent interpersonal skills are key to positive outcomes. Error in judgment or ineffective communication may lead to inefficiency of operation or unmet deadlines. Such errors will reflect negatively on the program and could potentially lead to the withdrawal of teaching services, or impact the educational experience of the residents.
The incumbent is expected to work with a minimal level of supervision. The incumbent must be able to take initiative; problem-solve, apply discretion to determine course of action and then follow through independently.
The position may supervise administration assistants in which case would be responsible for all employee lifecycle transactions.
Minimum Qualifications University degree in a relevant discipline. Minimum of two years of related experience, or the equivalent combination of education and experience.
Three years related experience in office management and administration in a healthcare, medical education environment, or large institution preferred. Organizational knowledge of UBC policies and procedures preferred. Good understanding of the Hospital and Health Authority's administrative processes and functioning preferred. Must have excellent computer skills and extensive knowledge of the MS Office suite. Solid knowledge of database principles and functionality. Working knowledge of accounting concepts and principles. Excellent interpersonal skills including tact, diplomacy and conflict management techniques in dealing with a variety of professional situations. Ability to work effectively and respectfully with inter-professional groups and coworkers. Strong organizational ability, and ability to give and take feedback and direction, as well as to work independently with frequent changes in workload. Flexible to ensure deadlines are accommodated. Excellent oral and written communication skills. Ability to initiate projects and to communicate work plans and timelines. Effective problem-solving skills. Proven ability to take initiative and thrive in a fast paced, changing environment.