Clinical Fellowship Administrative Assistant

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

The position will be 0.5 FTE (part-time)

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. 

Job Summary
The Clinical Fellowship (CF) Administrative Assistant provides administrative and operational support to the Hepato-Pancreato-Biliary (HPB), Abdominal Organ Transplant (AOT) and Complex Gastrointestinal Surgery/Hernia and Abdominal Wall Fellowship (Complex GI/H/AWR) Fellowship Programs, as well as the Trauma and Acute Care Surgery Area of Focused Competence Program (Trauma and ACS AFC) within the Division of General Surgery, UBC Department of Surgery. The CF Administrative Assistant is the primary point of contact for the HBP and AOT Fellowship Programs and responds to a variety of requests and inquiries related to all programs. This position supports trainees including clinical fellows, visiting elective residents and international postgraduate trainees and provides administrative support for HPB educational activities. 
Organizational Status

The UBC Faculty of Medicine Department of Surgery educates trainees at the undergraduate, graduate and postgraduate levels, and pursues research to make innovative advancements in knowledge and practice to improve health. The Department consists of more than 600 physicians, surgeons, scientists and educators and over 70 administrative, research and technical staff in nine divisions distributed across British Columbia. Specialty training programs are offered in Cardiac Surgery, General Surgery, Neurosurgery, Otolaryngology - Head and Neck Surgery, Plastic Surgery, Radiation Oncology, and Vascular Surgery. Subspecialty training programs are offered in Colorectal Surgery, General Surgical Oncology, Pediatric Surgery, and Thoracic Surgery. The Department is also home to the Branch for Global Surgical Care (BGSC).

This position reports to the HPB Service Education Lead (Dr. Maja Segedi) and takes direction from the Fellowship Directors: HPB (Dr. Michael Bleszynski), AOT (Dr. Stephanie Chartier and Dr. David Harriman), Complex GI/H/AWR (Dr. Adam Meneghetti and Dr. Jack Chiu) and Trauma and ACS AFC (Dr. Emilie Joos). The incumbent works closely with staff in the Division of General Surgery, staff in the Postgraduate Medical Education (PGME) Dean’s Office, the HR staff and the Director of Administration in the Department of Surgery. The position is expected to respond to requests from the PGME Dean’s Office, the College of Physicians and Surgeons of British Columbia and the Royal College of Physicians and Surgeons of Canada. The incumbent also interacts with trainees, faculty members, health care workers, hospital staff, and UBC and health authorities’ administrative staff.
 

Work Performed

HPB, AOT and Complex GI/H/AWR Fellowship Programs
•    Provides administrative support for the fellows’ selection and recruitment process, including documentation management, interview and meeting coordination and other logistics.
•    Assists with the fellow appointment process.
•    Assists with and responds to questions and inquiries from current and prospective fellows.
•    Assists fellows with process for licensure from CPSBC.
•    Assists fellows with obtaining VCH network account and access to clinical tools like CareConnect, Cerner, PCIS, UBC CWL and library access.
•    Assists fellows with obtaining MSP number if applicable. 
•    Creates and maintains fellows and fellowship files and any other related documents.
•    Assists with orientation for new fellows, including arrangements for key access, hospital ID, hospital IT access and pagers.
•    Assists fellows with administrative tasks related to their research activities.
•    Prepares and coordinates the rotation schedule, evaluations and teaching of fellows.
•    Monitors records of fellow attendance for all required educational activities, including conferences and other didactic experiences.
•    Supports the Fellowship Directors in developing and monitoring training and assessment plans and accreditation documentation.
•    Develops and implements administrative procedures to support optimal functioning of the fellowship programs.
•    Provides administrative coordination for meetings, conferences, workshops, and events.

HPB and MIS Visiting Electives for International Postgraduate Trainees 
•    Assists with and responds to questions and inquiries from prospective international postgraduate trainees.
•    Confirms electives with HPB and MIS services and assists with their application and appointment processes.
•    Assists with process for licensure from CPSBC.
•    Assists with arrangements for key access, temporary hospital ID, hospital IT access and pagers.

Trauma and AFC Program (Fellowship)
•    Assists with the appointment application process.
•    Assists with process for licensure from CPSBC.
•    Creates and maintains fellow files and organizes documentation.

HPB Educational Administrative Support
•    Provides administrative support for educational mandate and activities, including scheduling and coordinating logistics of training sessions and rounds and preparing call schedules. 
•    Assists with documentation, prepares draft reports and compiles relevant statistics for reviews and accreditation reports.

Other Duties
•    Provides administrative support for visiting elective residents at VGH (HPB and MIS): elective confirmation letters, VCH network account and access to clinical tools like CareConnect, Cerner, PCIS.
•    Performs financial duties such as reconciliations, processing cheque requisitions, administration of payment of physicians and faculty members, transfer of funds between accounts, monitoring budgetary expenditures, and supporting the annual program budgeting process.
•    Assists with billing for fellows’ clinical activities.
•    Contributes to a respectful, inclusive working environment.
•    Performs other responsibilities, as required.

Working Conditions

This position is performed in a professional environment in the Department of Surgery, in the Diamond Health Care Centre.

Consequence of Error/Judgement

This position works independently under broad direction. The incumbent is expected to use sound judgment to responds to frequently changing conditions and priorities and to prioritize assignments accordingly. The incumbent must select and interpret information, problem solve and reconcile deviations from standard methods.

Errors may significantly impact both the clinical and academic reputation of the unit and could result in delays to learners’ start dates, or cause additional work for learners and other administrators, confidentiality breaches, non-compliance with accreditation standards, delays in payment, and scheduling mistakes which may impact patient care and learners’ learning opportunities.

Supervision Received

This position reports to the Fellowship Director, Dr. Maja Segedi.

Supervision Given
None.
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

•    Excellent interpersonal skills, along with the ability to work in a team environment and independently.
•    Ability to contribute to a respectful, cooperative and supportive work environment.
•    Sound judgment and ability to maintain confidentiality, tact, and discretion.
•    Excellent organizational skills, particularly in the area of prioritizing work, multi-tasking.
•    Ability to actively listen and probe for information to clarify complex requests.
•    Effective oral and written communications, with the ability to compose clear and grammatically correct correspondence and business documents.
•    Effective in analytical and problem-solving skills.
•    Demonstrated ability to maintain a high degree of accuracy and attention to detail.
•    Experience in and knowledge of word processing, spreadsheet and database applications.
•    Ability to accommodate a flexible schedule, occasionally including additional hours in evenings and early mornings, as required.