Postgraduate Education Program Manager

Job Category
M&P – AAPS

Job Profile
AAPS Salaried – Administration, Level B

Job Title
Postgraduate Education Program Manager

Department
Administrative Management Department of Emergency Medicine Faculty of Medicine

Compensation Range
$5,906.25 – $8,508.42 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date
November 9, 2022

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

Job End Date

Nov 29, 2023

JOB SUMMARY 

The UBC Department of Emergency Medicine provides postgraduate medical training in Emergency Medicine in accordance with the Royal College of Physicians and Surgeons of Canada (RCPSC) Competence by Design (CBD) training program. The program spans multiple training sites and is distributed to clinical academic campuses and affiliated regional centres across the province.

The Postgraduate Education Program Manager is responsible for the direct administration and operation of the Emergency Medicine Postgraduate Education Program (PGE). This position plays both a strategic and operational role in ensuring the smooth delivery of PGE emergency medicine education at sites across the Province. The Postgraduate Education Program Manager ensures that all training meets or exceeds the Faculty of Medicine (FOM) and national policies, accreditation standards, and curriculum guidelines. 
 

This position is expected to manage and oversee a variety of ongoing, annual and one-time projects and activities with the Department’s residency training program and to manage complex issues and provide advice and/or recommendations to faculty, learners and other stakeholders in resolving routine and non-routine situations.

ORGANIZATIONAL STATUS 
 
The Postgraduate Education Program Manager reports to the Director of Administration and works under the general day-to-day direction and guidance of the Program Director and Associate Program Directors.

The Postgraduate Education Program Manager is required to work autonomously with minimal managerial direction and to supervise residency program staff.

The Postgraduate Education Program Manager is responsible for building relationships with appropriate faculty and staff throughout the province, liaises with the Post-graduate Dean’s office, the regional administrative managers/directors and other program coordinators within FOM. 

This position corresponds with outside agencies, such as the Royal College of Physicians and Surgeons of Canada (RCPSC); the College of Physicians and Surgeons of Canada (CPSBC); the Resident Doctors of BC (residents’ union); administrators from UBC-affiliated hospitals, other Emergency Medicine Program Directors and their Program Coordinators, and the Canadian Resident Matching Service (CaRMs).
 

This position will be required to work flexible hours and days to meet operational requirements. Occasional travel between sites is required.

WORK PERFORMED 

Education Program Planning and Delivery 

• Ensures that the education programs match or exceed FOM and national accreditation standards and curriculum guidelines. 
• As per the Royal College of Physicians and Surgeons guidelines, manages the organization of the weekly didactic teaching sessions for the Emergency Medicine Program and supports instructors with material development and IT training. 
• Develops and maintains the Emergency Medicine Residency Program materials, websites, and electronic learning platforms.  
• Serves as an information resource for trainees regarding the Department’s teaching programs including program requirements and preparatory guidance, academic policies, university student services, cross-cultural sensitivity, team and project work conflicts, time management and academic planning. 
• Manages and oversees written, oral exams and clinical rotations for Emergency Medicine Programs as well as off-service rotations.
• Manages the evaluation process of learners including evaluative data compilation, advice to learners experiencing academic difficulties, recommendations for residents’ remedial work, and production of regular Competency Committee reports for Emergency Medicine Residents. 
• Oversees the compilation and reporting of postgraduate teaching evaluations for faculty members, reporting to department leadership annually.
• Identifies and communicates learner concerns, with appropriate confidentiality, to the Program Directors. 
• Remains abreast of changes to the accreditation process based on guidance from the RCPSC and CanRAC. Attends national conferences and receives direct correspondence, working with the Program Directors to implement any required changes. Collaborates directly, or through the Program Director, with the RCPSC as required to support the accreditation portfolio.  
• Identifies, makes recommendations, and implements technological solutions for document management, Internal and External Review scheduling and follow up.

Administration Management and Leadership 

• Develops operational linkages and facilitates communication with educational leaders at various sites within UBC Emergency Medicine, including distributed sites, the Faculty of Medicine’s Postgraduate Dean’s Offices, and other units as required in the interest of the Department’s postgraduate education programs. 
• Develops, communicates and implements policies, procedures, practices, and protocols to ensure the UBC Emergency Medicine postgraduate education programs adhere to Royal College and FOM accreditation standards, guidelines and regulations. Ensures regular review for continuous quality improvement. 
• Manages the Postgraduate Education Program team ensuring appropriate support in resolving new or unusual problems and creating a team-oriented work environment where members of the team have the required knowledge and training for their primary duties.  Ensures appropriate delegation of workload amongst the Postgraduate Education Program team to maximize efficiency, effectiveness and skills while meeting various deadlines, timelines and program requirements. 
• Responsible for the training, supervision, evaluation and development of postgraduate education staff.  Responsible for hiring, discipline, termination of staff and updating staff job descriptions as needed. Provides feedback on distributed site program staff through the regional administrative managers/directors. 
• On an annual basis, oversees the review and validation process of rotation data that supports the determination of eligible weeks and funding allocations for teaching with patient care.  Verifies didactic teaching information prior to Emergency Medicine finance processing the payments.
• Oversees of the Resident Activity Fund – including processing of payments (ensuring appropriate documentation & compliance with Financial guidelines), tracking, account reconciliation and reporting; and for program approvals of expenses processed through the Resident Reimbursement platform. Working with the Program Directors and Director of Administration, prepares and operationalizes annual program budget.
• Oversees maintenance of records in accordance with UBC’s records management policies and guidelines. 
• Troubleshoots and investigates complex issues from a variety of stakeholders related to the Emergency Medicine’s PGME programs. Develops and implements systems, tools and appropriate policies and procedures related to the Postgraduate Education Programs, ensuring alignment with the Department, Faculty of Medicine and UBC policies and procedures. 
• Participates in the development of postgraduate education program resources, courses, assignments. Evaluates the impact of courses on resident learning. 
• Performs other duties as required to meet operational needs of the residency education program. 

CONSEQUENCE OF ERROR 

Errors in judgment and in timeliness and completion of service delivery will adversely affect the funding, reliability, credibility, and continuity of the Department’s medical school training activities, may compromise the trajectory of learners’ academic pursuits, jeopardize the Program’s accreditation, and may diminish the reputation of the Department and University. These errors also may lead to a loss of valuable physician time and diminished delivery of clinical services. Breaches of confidentiality and security may result in serious clinical and academic consequences. Inappropriate judgment or inability to adhere to accreditation guidelines may result in an Intent to Withdraw or withdrawal of accreditation from the Program, impacting learners, staff, faculty, and physician service delivery.

SUPERVISION RECEIVED 

The Postgraduate Education Program Manager reports to the Director of Administration and works under the general day-to-day direction and guidance of the Program Director and Associate Program Directors. 

SUPERVISION GIVEN 

Supervises residency education program staff (2-3) and provides direction and guidance to distributed site program staff (2).  May supervise temporary staff and Worklearn students as needed.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of three years of related experience, or the equivalent combination of education and experience.
 

Preferred Qualifications:

• Effective leadership skills. Ability to effectively recruit, train, supervise, and motivate employees.
• Direct experience in Postgraduate Medical Education preferred
• Demonstrated ability to manage projects and lead change in a large organization
• Experience in consensus building with a wide range of stakeholders
• Experience in using a wide range of computer and administrative systems such as Microsoft Office, Microsoft Teams, One45, Resident Management System and Entrada, Qualtrics
• Experience at developing and maintaining a web presence
• Ability to identify, analyze and effectively resolve issues
• Ability to interpret requirements and to create new processes and procedures.
• Ability to collect and analyze data
• Ability to multitask and manage new projects and organize events
• Ability to work autonomously and to organize work to meet firm deadlines
• Ability to work both independently and in a team environment
• Ability to prioritize and work under pressure to meet deadlines
• Ability to use effective communication skills in both informal and formal settings, including group facilitation and training
• Excellent interpersonal skills and problem solving ability
• Ability to work collaboratively with a wide range of stakeholders
• Ability to work effectively with clinical faculty, residents, and key stakeholders
• Proficiency at developing and maintaining electronic databases and survey systems on multiple different platforms
• Excellent interpersonal, communication and problem-solving ability
• Ability to work a flexible schedule and occasionally, additional hours during evenings and early mornings, as required. Ability to travel to between sites.