Education Coordinator

Staff – Union

Job Category

CUPE 2950

Job Profile

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

Job Title

Education Coordinator

Department

CBME and Accreditation Support | Medical Postgraduate | Faculty of Medicine

Compensation Range

$4,137.00 – $4,456.00 CAD Monthly

Posting End Date

August 19, 2021

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

Job End Date

JOB SUMMARY

The UBC Faculty of Medicine, through its Office of Postgraduate Medical Education (PGME), provides postgraduate medical training in 73 Royal College and 2 Family Medicine training programs. The programs span multiple training sites and are distributed to clinical academic campuses and affiliated regional centers across the province. To accommodate the government funded increase in MD undergraduate graduates, the PGME program has been increasing the number of residents accepted into its programs. Since 2003 the number of residents has doubled from 700 to 1400 in 2019

The Education Coordinator is responsible for coordinating Accreditation and Internal Reviews of the 73 Royal College of Physicians and Surgeons of Canada (RCPSC) and the 2 College of Family Physicians of Canada (CFPC) Residency training programs in the Faculty of Medicine (FoM).

The Educational Coordinator is responsible for providing direction on Accreditation to the Program Directors/Program Assistants, Faculty and Administrative Staff at all training sites and for developing and maintaining collaborative relationships with all those involved with Postgraduate Medical Education.

The Education Coordinator provides administrative support to the PGME Leadership Team as required.

All duties and responsibilities are carried out in the PGME office in Vancouver, BC. Additional travel may be required to other teaching sites in Metro Vancouver and in BC.

ORGANIZATIONAL STATUS

This position reports directly to the Postgraduate CBME / Accreditation Project Manager and is expected to work independently with minimal guidance. The incumbent will also receive direction from the PGME Associate and Assistant Deans, the PGME Director of Administration, the PGME Faculty Leads for Accreditation, the PGME Senior Manager, and the PGME Postgraduate Manager. This position interacts with Residents, Department and Division Heads, Program Directors, Program Staff, and outside agencies such as Health Authorities, The Royal College of Physicians and Surgeons of Canada, The Ministry of Health, and Resident Doctors of BC. This position deals with sensitive, restricted, confidential matters.

WORK PERFORMED

Coordinates Accreditation External and Internal Reviews for the 73 RCPSC programs and 2 CFPC programs by acting as a liaison between the Colleges, the UBC FoM PGME Programs, and the FoM PGME Dean’s Office. Coordinates issues related to Accreditation and the objectives of Postgraduate Medical Education. Ensures objectives are met by following up with various key representatives and action items. Oversees the submission of External and Internal Review reports and disseminates information of a highly confidential and sensitive nature. Participates in the recruitment of program reviewers (faculty and residents). Provides input into departmental policy, develops and implements administrative procedures and online systems (CanAMS) as related to accreditation. Oversees the submission of all accreditation related correspondence to the RCPSC and CFPC including letters of support for prospective programs applying for “New” accreditation status, Program Director/Program Administrator updates, or other accreditation inquiries Provides administrative coordination for Accreditation meetings, workshops and events and other PGME meetings as required Prepares draft reports and compiles relevant statistics for Accreditation External and Internal reviews Provides administrative support in implementing or disseminating any feedback surveys related to Accreditation. Develops and maintains online files and folders related to Accreditation accurately and consistently Develops communication materials related to Accreditation for the PGME website and newsletter; makes updates to the PGME website in relation to Accreditation activities. Provides training to new and temporary staff related to accreditation. Provides administrative support to the PGME Leadership Team as required. Maintains a procedure manual for the role. Performs other related duties as necessary to support Postgraduate Medical Education, in keeping with the qualifications and requirements of this position.

CONSEQUENCE OF ERROR

The Education Coordinator is expected to exercise professional judgment and extreme discretion when dealing with issues surrounding accreditation the Postgraduate Medical Education Office. Errors in judgment or ineffective communication will compromise the effectiveness and efficiency of the PGME office. Information provided must be accurate and timely and the incumbent must keep abreast of the evolving challenges of new accreditation standards, expansion and distribution. Consequences of indiscretion and unprofessional attitude could reflect negatively on the PGME Dean’s Office, the Faculty of Medicine, and the University.

SUPERVISION RECEIVED

This position reports directly to the Postgraduate CBME / Accreditation Project Manager.

SUPERVISION GIVEN

None.

QUALIFICATIONS

High School graduation and two year post-secondary diploma. 4 years related experience or the equivalent combination of education and experience. Experience working with senior levels of leadership, both within and outside the organization preferred. Proven ability to interact positively with faculty, staff, residents, external organizations and members of the public. Solid knowledge of database principles and functionality. Demonstrated ability to deal with a diversity of people in a calm, courteous and effective manner. Demonstrated ability to initiate projects and to communicate work plans and timelines. Familiarity with hospital organizations and/or medical education and health care systems preferred. Superior skills in verbal and written communication. Demonstrated ability to take initiative, prioritize and to work under pressure to meet constant deadlines. Intermediate to advanced user of MS Office Suite (Outlook, MS Word, MS Excel, PowerPoint). Ability to quickly grasp, with the standard level of training, new web-based applications such as Workspace, SharePoint, webcasting and RCPSC systems (CanAMS). Superior knowledge of file and records classification systems and processes. Demonstrated strong interpersonal, planning, independent problem-solving and organizational skills, especially in the planning of events/projects. Attention to high-level detail must be maintained. Ability to exercise high level of tact and discretion, project positive image and be diplomatic in stressful situations while maintaining confidentiality in dealing with faculty, staff and residents. Ability to work independently, but also function collegially within a close team-working environment. Flexible, comfortable working in ambiguity, and high action orientation and invigorated by change and innovation. Good understanding of University administrative policies, procedures and processes, hospital/health authority structure and functioning preferred. Ability to work after regular hours as required. Ability to work at various FoM program sites, and use of personal vehicle as required.