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Kamloops, British Columbia, Canada
Onsite
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Organizational Status
The incumbent reports directly to the RIH Site Coordinator (UG/PG) and takes direction form the FP PGME Site Coordinator regarding FP PGME deliverables. The incumbent, works closely with the Faculty of Medicine (FoM) Site Directors (MDUP and PGME), clinical faculty, faculty leadership, FoM administrative staff, Interior Health (IH) administrative staff, students, residents, and community members.
Work Performed
Provides Program Coordination and Support:
- Maintains and distributes learner clinical schedules for the mandatory rotations and electives and selectives, including on-call schedules for students and resident.
- Gathers and collates information on rotations/electives, including community and practice profiles, availability, and local contact information. Coordinates and ensures the provision of hospital privileges for learners (learners include MDUP students and PGME residents).
- Maintains up-to-date schedules and relevant confidential records and data on all learners and in some cases, other UBC learners who are placed within the Kamloops area.
- Maintains the on-line learning platforms related to rotations/electives (current examples are MedNET and Entrada).
- Responsible for monitoring performance of the placement experience and, along with the Faculty Lead and Site Coordinators, ensures that the delivery of the rotation/elective meets program objectives and expectations.
- Liaises with Faculty Leads and Site Coordinators regarding any learner/preceptor issues that may arise during the placements. In collaboration with Student Affairs, supports learners with issues or concerns they may have during their placements to support their academic well-being.
-Ensures effective internal and external communications between the program and the various staff, learners, faculty, preceptors, medical office assistants and hospital contacts (within the Interior, and in some cases rural BC). Responsible for monitoring correspondence on behalf of the rotations/electives, ensuring timely responses and flagging key issues.
-Laises with education and health authority partners to arrange for patient system records access and training and hospital access cards for learners (residents and MDUP students).
- Analyzes information regarding other programs affecting the medical education programs, provides projections and forecasts of placement numbers. Responsible for working with undergraduate and postgraduate administrative staff and faculty to coordinate learners schedules.
- Assists in implementing any planning and policy development related to clinical education and overall program priorities, including faculty development and academic teaching feedback.
- Assists the Faculty leadership and and RIH Site Coordinators in responding to recruitment mandates and supporting the relevant on-boarding documentation for new clinical faculty appointments to ensure preceptors are approved to teach.
- Works with distributed staff/faculty to coordinate and manage access of Academic Sessions delivery and content using both local and a distributed delivery system.
-Assists with, and facilitates educational functions and events such as practice exams, procedural skills workshops, simulation sessions, scholarship events, FoM celebrations and faculty development sessions and courses for clinical teachers in collaboration with Site Faculty.
-Prepares meeting materials and provides additional meeting / workshop support as needed.
-Orders supplies as required for program delivery; includes: PPE (IH erex system) and campus supplies (UBC vendors)
Supports Assessment and Evaluation:
- Works closely with and RIH Site Coordinators and FoM administration to monitor, collect and disseminate the assessment and evaluation processes. These online processes must strictly follow accreditation standards and UBC Policies and Procedures, which includes a comprehensive absence policy.
- Supports the implementation of a system of appraisal for students, residents and teachers.
Supports teaching payments and financial transactions:
- Responsible for accurately gathering, tracking and data entry of clinical teaching and academic activity to ensure preceptors are paid correctly and timely according to the payment schedule and policies. .
-Processes approved resident reimbursements through the UBC and PGME system(s).
Supports Functions and Operations of the RIH FoM clinical campus (in collaboration with, and according to FoM and Interior Health (IH) policies and procedures).
-Trouble shoots and coordinates repairs to the facilities and equipment, including maintenance tasks as per maintenance scheduling.
-Coordinates with IH and external contractors for facilities access, deliveries, set up of new equipment and repairs.
-Coordinates with RIH Housekeeping regarding the maintenance of FoM space and on-site laundry needs
-Liaison with RIH security regarding student/resident access to the site (example may include: faulty or lost access cards, malfunctioning locker codes).
- Performs other related duties as necessary in keeping with the qualifications and requirements of the job.
Consequence of Error/Judgement
It is imperative that effective partnerships and relationships are built within the various communities and out-patient clinics. Error in judgment, or ineffective communication, may lead to damaged relationships within the community, or with the rotation and programs, or loss of preceptors for the program and could have immediate repercussions for the learners and hospital staff, and on medical education program delivery.
Supervision Received
The incumbent reports to the RIH Site Coordinator and receives direction from the Family Practice (FP) Site Coordinator regarding FP PGME deliverables. They are expected to work with minimal level of supervision. The incumbent is expected to be able to take initiative, exercise judgement, problem-solve, apply discretion to determine course of action and follow through independently. Unusual issues, or decisions where clear procedures are not available, will be directed to the RIH Site Coordinators or relevant FoM administrative manager as appropriate for direction, advice and collaboration.
Supervision Given
None.
Preferred Qualifications / Experience
High school graduation and two (2) years of post-secondary education supplemented by relevant administrative training. Minimum three (3) years’ experience or the equivalent combination of education and experience. Previous experience in an undergraduate and/or postgraduate medical program or related medical education experience is an asset.
Performance Competencies and Criteria
-Advanced user of Microsoft Windows and Office applications including Word, Excel, PowerPoint, and Outlook.
-Comfort navigating a variety of administrative web based systems; familiarity with SharePoint is an asset.
-Knowledge of AV, web conferencing and video conferencing equipment technology.
-Ability to take initiative, and work with minimal supervision within a hybrid and distributed work environment.
-Strong organizational skills and ability to prioritize to accommodate changing workload.
-Ability to work effectively in a dynamic and demanding environment.
-Excellent professional judgment.
-Strong interpersonal skills.
-Must have superlative 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 multi-task with attention to detail.
-Demonstrate project planning skills to meet deadlines and follow up, ensuring deliverables are met.
-Flexible; comfortable working within ambiguity; invigorated by change, often requiring immediate responses and solutions within a high stakes environment.
-Ability to exercise high level of tact and discretion, project positive image and be diplomatic in stressful situations while maintaining confidentiality in dealing with students and faculty.
-Familiarity with rural and urban communities throughout the Interior and other British Columbia regional health authorities is an asset.
-Some travel to FoM Education sites and other hospital/clinic sites may be required.
-Role requires flexibility to assist with special events outside of normal working hours.
