Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Ongoing
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.
We ask that all candidates provide a cover letter with their Resume as part of their application.
Job Summary
The Senior Program Assistant (SPA) provides senior level administrative support to over 10 subspecialty fellowship programs, (over 60 clinical fellows) and to the research directors with over 8 postdoctoral fellows in the Department of Radiology.
This highly interactive position is responsible for the complex coordination of recruitment for Clinical Fellows, Postgraduate Trainees and Postdoctoral Fellows at five teaching hospitals. This includes the day-to-day administrative operations of the Fellowship Service Centre, ensuring that all fellowship requirements and the phases of the recruitment are met and executed accurately and efficiently.
The SPA reports directly to the Education Programs Coordinator and takes direction from the Program Directors, Department Head, Dept Manager. The SPA liaises with the Faculty of Medicine-Postgraduate Medical Education Dean’s Office, Postdoctoral Fellowship Office, the College of Physicians and Surgeons of British Columbia, UBC HR Immigration Office and other related offices.
The SPA collaborates and interacts with other UBC staff and faculty members, and with other health authority professionals and academic organizations outside of UBC.
The work site is the Diamond Health Care Centre, Vancouver General Hospital. The SPA’s schedule requires flexibility to meet the operational requirements of the Fellowship Service Centre with occasional travel to hospital sites for in person meetings, committees and events. The work week includes a hybrid schedule with 7 hour shifts for coverage of the Fellowship Service Centre
Work Performed
-Acts as the primary contact and resource for the fellow candidates, clinical/postdoctoral fellows, directors, faculty and staff.
-Supports the directors, faculty and fellows in navigating/interpreting University, Faculty of Medicine and postgraduate and postdoctoral education policies/guidelines
-Participates in the development, documentation and implementation of processes and procedures, including provides recommendations for department fellowship guidelines and website.
-Ensures effective and timely internal and external communications between candidates, fellows, faculty, staff.
-Resolves complex issues that arise and ensures all administrative and legal requirements are established and maintained for UBC employment.
-Ensures all fellow employment documents are reliable, accurate and complete.
Collaborates with the department’s human resources staff for HR related issues.
-Coordinates the fellow selection/shortlist process including reviewing applications for accuracy and completeness.
-Coordinates several program interview/selection teams concurrently, managing the complexities of in-person and video conferencing in scheduling interviews and communications with candidates.
Prepares offer letters to selected candidates, ensuring fellowship criteria is met, obtains signatures and ensures timely collection of all offer letters.
-Prepares fellow extensions, addendums, reference letters and other related documentation.
Assists fellows with postgraduate fellow/trainee applications, submits college licensure request letters and processes the Immigration Refugees, Citizenship Canada (IRCC) employer offer of employment on-line applications.
-Acts as liaison between the fellow and UBC HR Immigration Office advisors.
Maintains an active, dynamic fellowship database of all fellows’ business processes to ensure the timely arrival of each fellow.
-Works with the Directors in scheduling fellow progress/performance meetings, maintains confidential files and escalates performance or professionalism related issues.
-Administers the fellowship evaluation system monitoring and ensuring timely evaluations are completed as scheduled.
-Coordinates and documents committee meetings or other meetings including organizing logistics ensuring key issues are included for discussion; responsible for implementation of changes approved by the Directors/Department Head/Dept Manager. This may involve recording, transcribing and distributing minutes and agendas and other duties as required.
-Provides scheduling and logistical support for fellowship events and academic sessions.
Attends and participates in departmental and fellowship/postgraduate medical education (PGME) committees or meetings
-Ensures a smooth transition of incoming and outgoing fellows, including organizing, participating in the onboarding and offboarding information sessions.
Prepares/updates career opportunity job descriptions for posting on department and career/journal websites.
-Prepares online invoices for services, processes fellowship admin expenses and other financial transactions.
-Maintains fellow personnel files, including evaluations, attendance – vacation/leave of absence records, correspondence, licenses, and remediation documentation.
-Maintains e-distribution lists of current and former fellows.
-Distributes fellow information notices and other e-notices.
-Prepares certificates of completion of fellowship.
-Performs other duties as required.
Consequence of Error/Judgement
This position requires highly effective organizational planning and administrative skills to provide ongoing improvements, developments and upgrades to all aspects of the fellowship administration. Failure to follow strict timelines and sequential administrative processes will result in fellows not having the appropriate licensure and documentation to commence work on time in the Department of Radiology, resulting in shortages of fellow/physicians to meet patient care and academic needs. Errors or omissions in any step of the procedure would seriously and adversely affect the Department and the new recruit. Failure to represent the Department in a professional manner would diminish the credibility of the programs and the Department. Confidentiality must be maintained at all times. Observance of relevant policies of both UBC and hospital sites
Supervision Received
Work independently with supervision from the Education Programs Coordinator.
The SPA is expected to work independently with excellent judgment, consulting with postgraduate fellowship specialists on issues ranging from non-routine in nature to complex issues. Applies knowledge of procedures, guidelines and regulations and makes decisions within established policies and guidelines. Uses tact, discretion and sensitivity in problem solving. Significant problems are referred to the Education Programs Coordinator and/or Dept Manager. Participates actively in dialogue and development of creative team-based solutions. Uses considerable knowledge, discretion, and judgment in handling fellow/trainee/postdoctoral fellow questions, concerns, and requests.
Supervision Given
Trains as necessary, new and inexperienced staff (including students and temporary staff)
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
Minimum of two years administrative experience, preferably within a clinical education setting. Familiarity with an acute hospital setting would be an asset. Knowledge of University administrative processes. Advanced computer skills in Microsoft Windows and Office applications including current versions of Word, Excel, PowerPoint Outlook and Adobe applications. Collaborative tools such as MS Teams and OneDrive SharePoint Online, WordPress are an asset. Knowledge of video conferencing technology.
Proficiency at developing and maintaining electronic databases and survey systems on multiple different platforms
Strong organizational skills and ability to prioritize to accommodate changing workload;
Must have superlative problem-solving skills, and the ability to navigate in the changing landscape of medical education.
Demonstrate project-planning skills to anticipate problems and issues, plan ahead, meet deadlines and follow up, ensuring deliverables are met.
Ability to take initiative, determine course of action and then follow through independently.
Knowledge of video conferencing technology;
Demonstrated interpersonal and diplomacy skills, as well as demonstrated ability to develop effective working relationships with community members, staff, faculty and students;
Enthusiasm to nurture an environment that celebrates diversity, builds on strengths found in differences and seeks to encourage growth in all members of the team;
Enthusiasm to work with equity, diversity, and inclusion-based approaches to advance UBC and Faculty of Medicine priorities and initiatives;
Ability to communicate effectively, both verbally and in writing.
Ability to multi-task with meticulous attention to detail
Ability to take and transcribe accurate meeting minutes
Flexible; comfortable working within ambiguity; invigorated by change, often requiring immediate responses and solutions within a high stakes environment.
Ability to work collaboratively with a wide range of stakeholders, including clinical faculty, residents, and key stakeholders
Ability to exercise a high level of tact and discretion, project positive image and be diplomatic in stressful situations while maintaining confidentiality in dealing with learners and faculty
Ability to work additional hours occasionally in evenings and early mornings, and rarely on weekends, as required.
Ability to travel to UBC or hospital sites as required