UBC Careers – Program Coordinator

Job Description:

This position provides diversified administrative management in the Faculty of Medicine’s Department of Family Practice, Postgraduate Residency in the Kootenay Boundary region based in Trail, BC. It requires a broad and extensive knowledge of the organization and operation of the Residency Program, Interior Health Authority and the University of British Columbia.

Job Responsibilities:

• Responsible for communicating, interpreting, and implementing policies to learners and faculty 3. Manages the resident’s training schedule by coordinating with clinical faculty, specialty departments, community health providers and medical organizations. Works with the Site Director to identify schedule gaps/pressure and troubleshoots accordingly. Responsible for the data integrity and accurate configuration of the scheduling system.
• Manages full-cycle resident selection activities and responsible for advertising, such as developing marketing materials and open houses.
• Ensures resident and preceptor assessment along with rotation evaluations are distributed and completed according to assessment and evaluations policies. Identifies resident performance issues and escalates to Site Director.
• Responsible for incoming resident orientation program and all onboarding activities to prepare residents for clinical duties, including managing a multi-day orientation of introductory didactic and workshops, hospital access, privileges, call rooms, and accommodation.
• Participates in strategic planning and policy development related to resident education at the Kootenay Boundary training site. Supports overall priorities, goals, and initiatives. Responsible for operational implementation.
• Coordinates faculty development events and Continuing Medical Education sessions as well as other program events such as graduation and resident retreats.
• Participates in ad-hoc projects and continuous quality improvement initiatives as required.
• Manages all curriculum and assessment related activities in collaboration with Site Faculty. Manages all logistics and scheduling related to academic teaching, procedural workshops/courses, research days, hospital rounds and exams to ensure that residents meet the curricular requirements to graduate.
• Organizes and participates in site committee meetings. Key input is required at the Site Education Committee and Competency Committee meetings where decisions related to resident progress and performance is determined.
• Manages all resident leaves in the web-based system based on interpretation and application of policies, including residents in academic difficulty. Ensures both residents and faculty are aware of leave policies and procedures. Escalates situations as necessary to Site Director to collaborate on solutions.
• Manages all resident records and data according to UBC privacy policy.
• Works with the Site Director on the assignment, recruitment and appointment of clinical and academic teachers. Liaises with FP Department to facilitate clinical faculty appointments.
• Participates in accreditation activities and contributes to documentation provided to the Central Program Office and the College of Family Physicians of Canada.

Job Requirements:

• Excellent interpersonal skills including tact, diplomacy and conflict management techniques in dealing with a variety of professional situations. Ability to work effectively and respectfully with inter-professional groups and coworkers.
• Must have excellent computer skills and extensive knowledge of the MS Office suite. Solid knowledge of database principles and functionality.
• Proven ability to take initiative and thrive in a fast paced, changing environment.
• Effective problem-solving skills.
• Organizational knowledge of UBC policies and procedures preferred.
• Strong organizational ability, and ability to give and take feedback and direction, as well as to work independently with frequent changes in workload. Flexible to ensure deadlines are accommodated. Excellent oral and written communication skills.
• Ability to initiate projects and to communicate work plans and timelines.
• Three years related experience in office management and administration in a healthcare, medical education environment, or large institution preferred.
• Good understanding of the Hospital and Health Authority’s administrative processes and functioning preferred.
• Working knowledge of accounting concepts and principles.

Job Details:

Company: The University of British Columbia

Vacancy Type:  Full Time

Job Location: Vancouver, BC, CA

Application Deadline: N/A

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