Sr Program Assistant – MPT Education

Staff – Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried – Sr Program Asst-Med Ed (Gr8)

Job Title
Sr Program Assistant – MPT Education

Department
Administrative Support Department of Physical Therapy Faculty of Medicine

Compensation Range
$4,137.00 – $4,456.00 CAD Monthly

Posting End Date
October 23, 2022

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

Job End Date

Sept 30, 2024

Job Summary

The Department of Physical Therapy is growing! The Department of Physical Therapy provides the only provincial program for the education of entry-to-practice physical therapists. Through rigorous scholarly activity, high standards of instruction and creative opportunities for learning, the Master of Physical Therapy (MPT) provides a strong foundation that supports the current and future practice of the profession. The Department is also a research-intensive unit with award winning faculty conducting state-of-the art healthcare research.

The UBC MPT is one of the leading Physical Therapy Programs in Canada. The program is fully-distributed and provides students the opportunity to study in state-of-art labs at UBC’s campus in Vancouver, in the Fraser Valley, and at UNBC’s campus in Prince George. Additional expansions are also planned for 2024 and 2026 to other provincial sites. The program curriculum uses an integrated, case-based approach and is taught by the department’s renowned academic faculty and a community of clinical educators.

The Physical Therapy Clinical Education Program Assistant (CE Program Assistant) is responsible for the coordination of all processes and procedures related to clinical placements for Master of Physical Therapy (MPT) students.  This includes liaising with students, faculty, clinical supervisors, facility coordinators and the wider Physical Therapy community, record keeping, data management, and reporting. Additionally, the incumbent will support broader Clinical Education activities in the Department. This includes committee support, coordinating events, and coordination of Student Placement Agreements.

Organizational Status

This position will report to the Clinical Placement Operations Manager and will work in a team with other program assistants both in Vancouver and at distributed MPT Program sites.

This position has the option of a hybrid work arrangement.

Work Performed

Administrative Support for Student Clinical Placements:

• Plans and coordinates physical therapy student placements for UBC Master of Physical Therapy (MPT) and non-UBC students. Tracks placement data.
• Liaises with source universities, health authorities and clinical settings
• Ensures that students’ pre-placement requirements are completed prior to placements (e.g. student accident insurance, immunization checks, FIT testing, HSPnet consent, health authority requirements, etc.).  Follows up on missing documentation.
• Uses independent problem-solving skills to resolve complex issues, and redirects out of scope queries to appropriate managers or Faculty members.
• Acts as a point of contact for students and clinical sites for issues that arise around clinical placements.
• Arranges confidential meetings with students around clinical placement issues.
• Uses HSPnet, T-Res and other systems to produce reports and other data as required.
• Acts as a knowledge expert and resource for other UBC departments and clinical settings that accept MPT Students on placement.
• Provides input into policies around clinical placement issues and reviews clinical placement procedures on a regular basis to ensure they remain up-to-date and meet UBC and Health Authority standards.
• Maintains confidential and accurate student files in accordance with UBC policies on privacy and data security.
• Analyses placement data and maintains a process for monitoring student progress through placements, including corresponding with preceptors, forwarding evaluations for review and filing all related records.
• Coordinates and maintains formal student placement agreements between UBC Counsel and clinical placement sites.

Administrative Support to the Clinical Education team:

• Tracks relationships with clinical sites and clinical educators, including contact information, formal agreements, attendance or participation in Department events/trainings, clinical faculty ranks, awards, and student feedback.
• Coordinates the administration of in-person and virtual Clinical Education events including room bookings, catering, recruitment, registration, preparing materials, etc.  Provide day-of support to presenters, Faculty, and the Clinical Placements Operations Manager.  May be required to attend events outside of standard office hours.
• Creates and distributes Clinical Education surveys.  Downloads and provides results to Clinical Placement Operations Manager to solve problems and implement policies. Assist with identifying potential issues with, or revealed by, the data
• Recruits and processes clinical faculty applications, promotions, and reappointments.
• Supports the annual Ministry of Health payments to clinical faculty members on Departmental standing committees.
• Coordinates recognition initiatives for clinical educators and clinical faculty.
• Provides administrative support to committees related to clinical education. Includes scheduling meetings, gathering and distributing meeting materials, recording and distributing minutes, following up on action items and supporting committee members in related activities.
• Edits the Clinical Education Manual annually and ensures it contains all relevant UBC, Faculty of Medicine, Faculty of Graduate and Postdoctoral Studies, and Departmental policies.
• Supports the delivery of program events such as Multi-Mini Interviews, Orientation week, and Graduation as required.
• Assists the Clinical Placements Operations Manager & Associate Head, Clinical Education by coordinating meetings, compiling data and drafting documents for other ad-hoc projects.

• Other duties or assigned projects as required.

Consequence of Error/Judgement
Errors in judgment or ineffective communication may lead to inefficiency of operations or unmet deadlines, and potentially jeopardize the viability of the Department’s programs.  Breach of confidentially could adversely affect the Department’s association with faculty, staff, or professional organizations.
Supervision Received
This position reports directly to the Clinical Placements Operations Manager. The program assistant(s) will work independently under broad direction. The incumbent(s) is/are expected to be able to take initiative, problem solve, determine course of action and then follow through independently.
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.
Preferred Qualifications

High School graduation and post-secondary education preferred. 4 years related experience or the equivalent combination of education and experience.

Ability to maintain accuracy and attention to detail.

The ability to use and troubleshoot specialized software and databases including HSPNet, WordPress, Canvas and other student learning systems.

Knowledge of and ability to implement organizational policies and procedures around student management.

Ability to efficiently and effectively coordinate tasks

Ability to work in a highly organized manner and to effectively coordinate multiple tasks and priorities.

Ability to effectively use at an intermediate level word processor, email and data software (e.g., Outlook, MS Word, MS Excel).

High standard of written and verbal communication with a range of stakeholders including students, faculty, Health Authority employees, professional physical therapists etc.

Ability to listen actively and attentively, and obtain clarification as required.

Ability to escalate issues appropriately.

Ability to work effectively independently and in a team environment.

Ability to deal with difficult and demanding stakeholders by exercising tact, discretion and exercise sound judgment to resolve issues in a calm, non-confrontational manner.

Flexibility and adaptability in a changing work environment and evolving technologies.