Sponsored Trainee and Fellows Coordinator

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried – Administrative Support 4 (Gr8)

Job Title
Sponsored Trainee and Fellows Coordinator

Department
Postgraduate Administrative Support Medical Postgraduate Faculty of Medicine

Compensation Range
$4,601.00 – $4,953.00 CAD Monthly

Posting End Date
March 29, 2024

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

Job End Date

This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

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 UBC Faculty of Medicine, through its Office of Postgraduate Medical Education (PGME), provides postgraduate medical training in 74 Royal College and 2 Family Medicine training programs in addition to a growing portfolio of Area of Focused Competence (AFC) Fellowship programs. The programs span multiple training sites and are distributed to clinical academic campuses and affiliated regional centers across the province. To accommodate the government funded increase in MD undergraduate graduates, the PGME program has been increasing the number of residents accepted into its programs. Since 2003 the number of residents has grown from 700 to more than 1400 in 2024.

The primary function of this role is to oversee the administration of foreign sponsored trainees in UBC  Postgraduate Medical Education (PGME) programs. This includes responsibilities for updating and maintaining a complex trainee database for the purposes of work permits, licensure, sponsor billing, stipend payments, as well as annual and ad hoc reporting. This role also provides general administrative and operational support to the PGME Dean s Office and PGME Programs.

The incumbent must be able to work independently within the complex environment of the Faculty of Medicine PGME Office. This position will be interacting with a variety of faculty and staff in some high stakes or sensitive areas, and must be carry out the role accordingly. As this position will evolve given the various special projects that arise, the incumbent must be comfortable working with ambiguity and change. This position requires thorough knowledge of the activities of the PGME and the Faculty of Medicine, diplomatic persuasiveness, tact, discretion, good judgment, initiative, and the ability to work independently and cooperatively. Consistent with the Faculty’s Professional Standards document, the Faculty is committed to the highest level of professionalism in all interactions whether they are emails, letters, or in-person.

The required work is conducted in the Office of Postgraduate Medical Education in the City Square office building in Vancouver.

ORGANIZATIONAL STATUS

This position reports directly to the PGME Fellows Manager and is expected to work independently under broad direction. This position liaises with Residents, Fellows, Department and Division Heads, Program Directors, Program Staff, staff from Foreign Embassies and external organizations such as The College of Physicians and Surgeons of British Columbia, The Royal College of Physicians and Surgeons of Canada, The Ministry of Health, and Resident Doctors of BC. This position deals with sensitive, restricted, confidential matters and consults with the PGME Fellows Manager on complex issues.

WORK PERFORMED

Foreign Sponsored Trainees

1. Oversees and coordinates the application process for foreign sponsored trainees (Saudi Arabia, Kuwait, United Arab Emirates, Libya, etc.) by liaising with departments, sponsoring agencies, and Embassies to process applications, follow up after interviews, and send letters of offer.

2. Maintains a complex trainee database for the purposes of work permits, licensure, sponsor billing, stipend payments, as well as annual and ad hoc reporting. Reporting is used by stakeholders such as UBC finance and national reporting such as CAPER.

3. Provides advice to foreign sponsored trainees regarding licensure requirements. Liaises with the College of Physicians and Surgeons of BC (CPSBC) to ensure requirements are met. Works with trainee to resolve issues of a complex nature and escalates to PGME Fellows Manager as appropriate.

4. Provides documentation and guidance to foreign sponsored trainees to apply for initial and subsequent work permits. Tracks and verifies that foreign sponsored trainee work permits are up to date.

5. Submits offer of employment applications and requirements to IRCC and coordinates approval to foreign trainees.

6. Tracks and verifies that foreign sponsored trainee funding is up to date.

7. Submits appointment information and supporting documentations of foreign sponsored trainees to UBC Finance for stipend payments and deactivation.

8. Acquires ITERS/EPA’s from programs and disseminates to sponsors.

9. Tracks foreign sponsored trainees leaves, extensions and withdrawals and reports information to sponsoring agencies.

10. Answers inquiries of a complex nature and provides information regarding foreign sponsored trainees.

11. Writes proof of enrolment letters for foreign sponsored trainees.

Organizational Support

1. Maintains the PGME website for Visa Trainees candidates. Collaborates with FoM Communications and the

PGME Fellows Manager to ensure accurate and relevant information is on the site. Drafts website content.

2. Provides input regarding the content of the PGME newsletters. Collaborates with PGME Communications and the PGME Fellows Manager

to ensure accurate and relevant information.

3. Maintains and updates PGME policy documents and forms.

4. Assists with special projects as assigned.

5. Maintains and updates a Procedures Manual for the position.

6. Provides support to colleagues during absences in keeping within the classifications of this job.

7. Performs other duties as required.

General PGME Office support

Duties include, but are not limited to:

• Acts as a backup for the PGME reception and Executive Assistant as needed.
• Provides backup support coverage to the General PGME email mailbox as needed.
• Creates requisitions for catering, supplies and materials as required.
• Handles enquiries of both a non-routine and routine nature.
• May be required to work outside regular working hours, including occasional early/late meetings.
• Performs other related duties as necessary in keeping with the qualifications and requirements of the job.

CONSEQUENCE OF ERROR

The Sponsored Trainee Coordinator is expected to exercise professional judgment and extreme discretion when dealing with issues surrounding the Postgraduate Medical Education Office. Errors in judgment or ineffective communication will compromise the effectiveness and efficiency of the PGME office. This position requires a high level of cultural sensitivity, as the incumbent is required to deal extensively with embassy officials throughout the world. Consequences of indiscretion and unprofessional attitude could reflect negatively on the PGME Dean s Office, the Faculty of Medicine, and the University.

SUPERVISION RECEIVED

This position reports directly to the PGME Fellows Manager.

Works closely with the PGME Senior Manager Learner Support, PGME Operations Manager, Director of Administration PGME, and the PGME Admin Support Team. Performs duties independently and in accordance with established procedures.

SUPERVISION GIVEN

Provides training to new and continuing postgrad staff on Foreign Sponsored Trainee applications. Provides guidance to program administrators as it relates to and Foreign Sponsored Trainees and Clinical Fellows.

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

QUALIFICATIONS

Knowledge of UBC policies and practices is an asset. Ability to maintain accuracy and attention to detail.

Ability to work effectively independently and in a team environment

Ability to exercise tact and discretion.

Ability to effectively use MS Office Suite (Outlook, Word, Excel, PowerPoint) at an intermediate level. Experience with SharePoint is an asset.

Ability to prioritize and work effectively under pressure to meet deadlines.

Ability to effectively manage multiple tasks and priorities.

Ability to communicate effectively verbally and in writing.

Ability to take and transcribe accurate meeting minutes.

Ability to accurately maintain appointment calendars, and schedule appropriate appointments.

Ability to anticipate problems and issues and plan ahead.

Ability to review, analyze, and synthesize complex information into summaries and reports.

Ability to gather, record, and organize information.

Ability to deal with a diversity of people in a calm, courteous, and effective manner.

Ability to handle large volumes of paperwork during peak periods.

Ability to respond appropriately to inquiries in person, on the phone, and in writing; make appropriate referrals.

Ability to work outside of regular hours as required.

Ability to efficiently and effectively coordinate tasks.