Job Summary:

In accordance with the Mission, Vision and Values, and strategic dirIn accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

The Administrative Coordinator, Residency Programs is responsible for the coordination of educational and administrative activities of the core residents, rotating residents, medical students and fellows for UBC Division of Medical or Radiation Oncology at BC Cancer Agency. In addition, provides administrative support for the UBC’s Post Graduate and Undergraduate Program and financial support functions for the Residency Training Program as well as supervises designated staff.

Duties/Accountabilities:

1.    Supports the Program Director with approaching deadlines, changes in the residency review committee (Royal College of Physicians and Surgeons of Canada) for requirements that need to be implemented and upcoming changes in the institutional policies. Prioritizes program-related tasks such as certification, licensing, evaluations, reviews and awards, and ensures that the important deadlines are communicated as required. Liaises with residents, faculty and the UBC Department of Medicine as required to facilitate resolution of issues.

2.    Ensures fiscal accountability for the BCCA & UBC Medical/Radiation Oncology Residency Training Program by reviewing, analyzing and monitoring budgets, performing variance analyses, making decisions with respect to the commitment of program funds for items such as conference attendance and educational material expenditures, prepares status reports, takes action for any discrepancies and communicates recommendations for corrective action as required. Projects budgets requirements and prepares of budget submissions for approval.

3.    Drafts and reviews contracts/grant applications documentation for the Medical/Radiation Oncology Residency Program as well as fellowship programs in accordance with program policies and procedures. Monitors grant spending and reviews compliance with established policies and guidelines and alerts applicable staff to areas of concern.

4.    Develops, clarifies and communicates financial process changes in accordance with program policy and procedures and ensures appropriate communication of new and updated processes to the Program Director. Processes expenses and reimbursement claims that are submitted to the Program.  

5.    Schedules, maintains and distributes monthly clinic assignments and off-site electives for core residents, rotating residents and medical students including exams, conferences, sick time and vacation allowances. Prepares correspondence and licensing for core residents attending clinics in other centres and hospitals. Maintains schedule for teaching sessions/lectures with staff, external physicians and scientists.  

6.    Coordinates the activities associated with the intake of new residents to the program including interview scheduling, selection notification, orientation and training scheduling for newly hired residents and fellows by arranging meetings, contacting residents, and typing and distributing a variety of materials such as correspondence and schedules.

7.    Prepares official paperwork to facilitate clinical fellowship program at the Agency including letters of offer, letters of reference, UBC application forms, temporary licensing, registration and Labour Market Opinions.  Work closely with PHSA Human Resources staff on work and permit visas.

8.    Supervises designated staff by performing duties such as scheduling and coordinating work assignments, evaluating employee performance and determining related training and orientation requirements.  

9.    Maintains content on the BCCA and CaRMS website regarding the BCCA/UBC Residency Training Program for core residents, rotating residents, fellows and medical students in-house and out-of-province by receiving materials, formatting and updating the applicable web pages using word processing applications.

10.    Performs administrative and secretarial support as required such as dictation transcription, taking minutes, word processing, emails, setting up and maintaining filing systems and records. Organizes travel activities and documents for residency program meetings for Program Director and handles incoming mail as relates to residency training program.

11.    Performs other related duties as assigned.

Qualifications:

Education, Training and Experience

Grade 12, graduation from a recognized secretarial program supplemented by recognized course in medical transcription. and five years’ recent, related experience including one year in a supervisory capacity or an equivalent combination of education, training and experience.

Skills and Abilities

•    Ability to communication effectively both written and in writing
•    Ability to deal with others effectively
•    Ability to supervise
•    Ability to organize work
•    Ability to operate related equipment
•    Physical ability to carry out the duties of the position