Curriculum Delivery and Teaching Support Responsibilities

• Organizes and assists with scheduling academic teaching sessions (in-person, virtual and hybrid) including room bookings as per the Faculty of Medicine room schedule
• Coordinates activities for on-site Clinical Skills and SIM teaching sessions including recruiting tutors, communicating with patient recruiters, booking appropriate rooms, taking attendance, and performing set-up and take downs for each session
• Acts as a primary on-site contact and resource for the patients (Standardized Patients, Volunteer Patients and Clinical Teaching Associates), to meet and welcome them and answer queries relating to their participation in the teaching session.
• Ensure that all appropriate medical supplies and equipment necessary for clinical experiences are stocked and available in the SIM rooms for scheduled educational sessions
• Corresponds with students, tutors, and volunteer patients to confirm session details and distribute learning materials for Clinical Experiences teaching sessions.
• Supports classroom-based sessions (such as academic half-days, TIPP, Family Medicine seminars, portfolio) including assisting faculty and external instructors in a prompt and helpful manner and prepared to respond with little or no notice
• Provides support and troubleshooting for issues related to audio-visual and other equipment; respond to and resolve issues as they arise
• Coordinates on-site faculty development sessions at Fraser hospital sites in collaboration with the undergraduate teaching faculty and staff
• Participates in curriculum planning and debrief meetings to present Fraser and site-specific feedback and evaluation

Scheduling Responsibilities

• Prepares and coordinates scheduling, including recruitment and adminstrative support for Year 3 and 4 UBC students and Out-of-Province (both International and Canadian) rotational and elective students in the MD undergraduate on-site; works in collaboration with UBC departments Coordinates monthly call schedules as appropriate; tracks attendance and time-off requests to incorporate into call schedule.
• Coordinates the site schedule of all undergrad students on site and tracks via one45, as required.
• Fulfills responsibilities as an elective owner with One45 as per the elective guidelines for UBC and visiting students
• Liaises with the UBC Visiting Student Elective Program (VSEP) regarding any changes to visiting student elective placements, elective offerings, or issues arising while on placement.
• Liaises with clinical departments and preceptors for accepting additional trainees and verifies rotation capacity.
• Tracks capacity placement for year 4 electives at the incumbent’s main site for undergraduate MD student

Recruitment and Teaching Tracking Responsibilities

• Identifies suitable tutors for the on-site scheduled teaching sessions in collaboration with the Clinical Experiences program staff and the UBC Departments program staff, and schedules tutors until all teaching slots are filled.
• Acts as the primary contact for tutors and arranges substitute tutors in case of cancellation, including arranging substitute preceptors in case of cancellation.
• Liaises with UBC department preceptors to ensure capacity and secure placements through collaboration and frequent communication.
• Updates and distributes student schedules and tutor contact information, as appropriate for the Clinical Experiences sessions.
• Facilitates and monitor clinical faculty appointments to ensure potential tutors are eligible and approved to teach, including coordinating and documentation individual preceptors and UBC FoM Department administrators
• Collects and tracks clinical and didactic teaching hours and enters them into Teaching & Tracking Payment system (TTPS) as required. Coordinates alternate payments (honorary, adjunct, or for call shifts) as necessary.
• Utilize Workday to capture personal attendance and request reimbursements or alternate payments for facult

Evaluation and Assessment Responsibilities:

• Coordinates scheduling for Fraser-based exams and invigilates curricular examinations at Vancouver or Fraser Region sites
• Distributes, tracks, collects and assessments and evaluations for undergraduate learners and preceptors through the evaluation workflow in One45, Qualtrics or alternate evaluation systems; Follows up on outstanding evaluations.
• Coordinates the distribution of visiting student assessments as required by the home school.
• Compiles ad hoc reports as required

General Responsibilities:

• Support the development/organization/implementation/administration of pilots and new electives in FHA
• Responds to and redirects inquiries regarding non-UBC affiliated educational experiences (such as observerships and independent elective requests), referring to the appropriate process and policies and identifying issues as they arise
• In collaboration and consultation with the Team Lead, Fraser, liaise with Fraser Health Authority on common issues between the University and the hospital that affect the learner environment
• Supports facility requests and needs at Fraser hospital sites in coordination with the Team Lead, Fraser, FoM Facilities team and relevant Fraser Health representatives. This includes collaboration on any hospital site committees and specific capital renewal projects
• Participates as a member of the Health & Safety representative role for RCH or SMH as required, including completion of required training and regular meeting attendance.Attends UBC medical education program and site Medical Education Committee meetings as required and follows up on action items as appropriate
• Supports the accreditation processes by identifying areas of risk and providing recommendations to their manager; contributes to accreditation documentation; coordinates logistical aspects of accreditation visits
• Maintains an up-to-date, detailed site-specific job manual for this position.
• Performs other duties related to the position and site as required across Fraser hospital sites, must be prepared to travel within the Greater Vancouver region and work some evenings or weekends during the academic year