Senior Program Assistant – ObGyn

Job title: Senior Program Assistant – ObGyn

Job description: Staff – Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried – Sr Program Asst-Med Ed (Gr8)

Job Title Senior Program Assistant – ObGyn

Department Medical Education Support | Department of Obstetrics and Gynaecology | Faculty of Medicine

Compensation Range $4,137.00 – $4,456.00 CAD Monthly

Posting End Date January 23, 2022

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

Job End Date Feb 1, 2023

This position is located within a health-care facility. Therefore, this positions requires successful verification of full vaccination against Covid-19 provided prior to the start date, as required by the provincial health mandate.

This position is part-time 0.8 FTE; 4 days (28hr) per week.

Job Summary

The Program Assistant provides administrative support to the Department of Obstetrics & Gynaecology Education Programs, including the Residency, Gynaecologic Oncology (GyneOnc) Fellowship and Vulvovaginal Advanced Training Programs.

The position requires a broad knowledge of UBC Education programs, policies and various Health Authorities including BCWH and VGH.

Organizational Status

The position is accountable to and reports directly to the OBGYN Education Manager and follows direction from the Program Directors in the Residency, GyneOnc Fellowship and Vulvovaginal Advance Training (AT) programs.

The incumbent will work closely with the Residency, GyneOnc and Vulvovaginal AT Program Directors and will work regularly with faculty members, fellows, and residents.

Work Performed

Residency Program

• Provide admin support to the Program Director
• Support the UBC OBGYN residency program with faculty development in competency based medical education (CBME)
• Develop material for CBME implementation in consultation with the program director. This would include editing formatting and collating rotation objectives for each of our 26 core rotations as well as developing other written material for both residents and faculty
• Develop and maintaining a program website with all of these CBME resources as well as organising and uploading to that website additional program related policies, procedures and resources, some of which are already in existence and some of which need development
• Coordinate meetings with smaller faculty groups related to CBME implementation
• Support the resident research advisory committee with tracking of resident research activity, updating the department resident research database and supporting communication between the competency committee and the resident research advisory group

Gyne Onc Fellowship Program

• Serves as the primary point of contact for the Fellowship program
• Responds to routine telephone, email, and in-person inquiries on issues related to the
• Fellowship Program and admission requirements, in accordance with University and departmental guidelines; refers complex enquiries appropriately
• Responds to routine inquiries pertaining to clinic activities, policies and procedures
• Provides administrative support to the Program Director
• Coordinates regular meetings with Program Director and reviews updates on the program
• Prepares and organized Academic Half Days

• Prepares and organizes documents for accreditation and internal review processes
• Provides overall administrative coordination of the Fellowship program
• Prepares and maintains electronic records and files; maintains security and confidentiality of all program documents and trainee records
• Prepares and distributes rotation and teaching schedules for Fellows
• Processes new applications, facilitates interview process and sends out acceptance/decline letters
• Coordinates appointment documentation and onboarding for Fellows, including scheduling orientation sessions for new Fellows, arranging IT access, keys, and ID badges – Tracks program expenses/deposits in Excel and reconciles with Workday finance on a monthly basis
• Processes on Workday for reimbursement, on behalf of Program Director, Faculty, and Fellows
• Participates in exam scheduling and set-up
• Maintains Fellow(s) information on One45 including the distribution of evaluation(s) and compiles reports as required and Resident Management System (RMS)
• Prepares and distributes agendas and presentation material; takes, transcribes and circulates meeting minutes for Fellowship Committee meetings (RPC, CC)
• Maintains database and website information for Fellowship Program

Vulvovaginal Advanced Training Program

• Serves as the primary point of contact for the VVH AT program
• Administers work flow of the programs
• Organizes annual Applicant Interviews
• Coordinates and processes new programs Trainee set up
• Assists and submits pertinent information to the OBGYN HR department for trainee set up
• Submits pertinent information to PGME office if necessary
• Coordinates Access, Photo ID, Cerner, Keys and other start up misc items
• Provides First Day Orientation
• Creates and maintains Trainee rotation schedule, Off Services rotations
• Coordinates required course registrations for trainees
• Coordinates exams where applicable
• Compiles and maintains evaluations, reports and modifies information on databases
• Organizes events such as interviews, orientation and National Office Site Visit
• Ensures Orientation Manual is completed and up to date
• Maintains Trainee files
• Maintains Programs files

Consequence of Error/Judgement
The incumbent is expected to exercise independent judgement in each of the four areas of responsibility and to prioritize among them in order to ensure the smooth operation of each. Failure to fulfil these responsibilities may jeopardize the academic success of the students and fellows and damage the reputation of the programmes, department, and University.

Supervision Received
Works independently with direction from the Education Manager and Program Directors.

Supervision Given
May provide training to temporary staff and student assistants.

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.

Preferred Qualifications

Training in administrative skills, office procedures and practices. Experience in a medical education setting preferred. Knowledge of University administrative processes.
Effective oral and written communication, interpersonal and organization skills.
Ability to type 55 w.p.m. and to operate a normal range of office equipment.
Ability to use word processing, spreadsheet, database, Internet and electronic mail applications at an intermediate level.
Ability to take and transcribe minutes.
Ability to prioritize and meet deadlines.
Ability to exercise tact and discretion.
Ability to maintain accuracy and attention to detail.
Ability to work both independently and within a team environment.
Computer experience required (Word, Excel, PowerPoint, Access, SISC, Workday, WebEval, Internet and email preferred).

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