The Senior Education Assistant is responsible for the overall administration, day-to-day planning, and delivery of the Department of Orthopaedics Undergraduate Medical Education (UGME) Program and will support the delivery of the Department of Orthopaedics Postgraduate Medical Education (PGME) Program.
The Department of Orthopaedics administrative offices are located on the 11th floor of the Gordon and Leslie Diamond Health Care Centre. The Department is comprised of seven clinical divisions: Arthroscopic, Reconstructive Surgery, and Joint Preservation; Comprehensive Orthopaedics; Distal Extremities; Lower Limb Reconstruction and Oncology; Paediatric Orthopaedics; Spine; and Orthopaedic Trauma. All clinical divisions are engaged in undergraduate and postgraduate teaching (residents and fellows). An eighth division, the division of Orthopaedic Research is engaged in graduate student, and post-doctoral fellow education only. The Senior Education Assistant reports to the Education Manager and takes direction from the UGME and PGME Program Directors. The incumbent will also take direction from the Administrative Manager and work closely with Discipline Specific Site Leaders (DSSLs), distributed site and hospital administrative personnel, and faculty and staff within the Faculty of Medicine UGME and PGME program offices.
Undergraduate Medical Education -Maintains an online system (one45) to schedule approximately 200 clerkships and 120 electives across the lower mainland -Coordinates the assessment process of approximately 300 year 3 and 4 medical students; compiles final grades for transcripts and review by Student Promotion Committees -Coordinates academic full day sessions including tracking student and faculty attendance, confirming faculty presenters, issuing notifications, booking venues and equipment, ensuring faculty presentations are compatible with available equipment, preparing and distributing materials, and working closely with the Department of Anesthesia Pharmacology & Therapeutics and the Department of Surgery -Assists with the coordination of twice yearly exams including invigilating exams, distributing and collecting exam material, and ensuring all exam materials are returned to the Educational Assessment Unit -Maintains the online assessment and evaluation process by entering student rotations on one45, and monitors student compliance with completion of rotation evaluations and teacher assessments -Arranges student grades including submissions into one45 at the end of their clerkship, corresponding with preceptors regarding outstanding grades and submitting to the UGME office for student promotion meetings, highlighting students who require remediation to the UGME promotions committee -Acts as 'elective owner' for approximately eight to ten lower mainland electives -Liaises with hospital site coordinators and DSSLs to ensure electives students (UBC, Canadian, and International) are given accurate reporting instructions, computer and security access, and faculty are made aware of schedule changes and policy updates -Tracks and records Clinical Faculty Teaching for teaching payments and enters data into an online payment system -Stays up to date on Royal College of Physicians and Surgeons of British Columbia licensing regulations and requirements and responds to email and phone inquiries from perspective elective students and observers with accurate information on educational options within the Department Postgraduate Medical Education -Maintains the resident holiday and leave calendar -Tracks attendance, sends reminders, and enters evaluations into one45 for resident academic half days -Participates in the coordination of annual CaRMS interview day, OITE, and Oral exams -Processes day-to-day residency program expenses and maintains financial records -Liaises with health authority and site administrators across the province to respond to resident requests for building access, photo ID, transcription numbers, remote access, network logins, parking passes, prescription privileges, and patient information systems training and access -Provides coverage for the Education Manager when absent Other -Coordinates education program meetings including scheduling dates, booking rooms, catering, and video-conferencing, distributing agendas, taking and distributing minutes -Participates in the coordination of annual department events including Research Day, the graduation dinner, and welcome BBQ. -Troubleshoots administrative problems and responds to issues as they arise and escalates as appropriate -Contributes to the development and maintenance of the department website as it relates to undergraduate and postgraduate education -Coordinates the weekly Departmental Grand Rounds including booking rooms and speakers, maintaining the online calendar and acting as session moderator as necessary -Prepares, maintains and disseminates the Department call schedule in both paper and online formats. Responsible for all changes and updates to the schedule during office hours. -Performs other duties, as required
This position works independently under the broad direction of the Education Manager and the Program Directors.
Consequence of Error/Judgement
The Senior Education Assistant is expected to exercise considerable judgment and initiative in the planning, and delivery of education programs within the Department of Orthopaedics. Errors could impede the delivery of education and training to students and residents and negatively impact the experience of students, residents, and faculty resulting in damage to the Department of Orthopaedics reputation and its accreditation status. Inaccurate records and a lack of thoroughness in managing assessments and scheduling may result in inappropriate decisions about Student Promotions and faculty teaching and loss of valuable physician time and training opportunities.
High School graduation and two year post-secondary diploma. Completion of a bachelor's degree is preferred. 4 years related experience or the equivalent combination of education and experience. Knowledge of UBC policies and procedures preferred. Experience with one45, Qualtrics, and the Teacher Tracking Payment systems an asset. Ability to maintain accuracy and attention to detail. Ability to anticipate problems and issues and plan ahead. Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English. Ability to effectively use Outlook, Word, Excel, and Powerpoint at an intermediate level. Ability to take and transcribe accurate meeting minutes. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to work effectively independently and in a team environment. Ability to communicate effectively verbally and in writing. Ability to exercise tact and discretion. Ability to make thoughtful, informed, and thorough decisions. Ability to determine the nature and urgency of inquiries and issues, and triage appropriately. Ability to work additional hours occasionally in evenings and early mornings, and rarely on weekends, as required.
. Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.