UBC Hiring – Family Practice Program Coordinator

Job Description:

As a member of the Clinical Experiences Team, this position is mainly responsible for program coordination of Family Practice for VFMP in the Lower Mainland. The incumbent is in constant liaison with the Family Practice Site Director(s), Family Practice preceptors in the community, program assistants, and other program staff in Vancouver, Kelowna, Victoria, and Prince George to ensure that schedules and educational materials are prepared and distributed. The position is also responsible for the scheduling and support of the preceptors and facilitators in Family Practice of the program. This includes preparation of materials for lectures, office visits and seminars, and dealing with problems associated with rooms and equipment. The position handles student enquiries related to Family Practice queries.

Job Responsibilities:

• Organization of student groups.
• On-going liaison with SMP, IMP, and NMP for collaboration and consultation.
• Books appointments for students with the Site Directors, as appropriate.
• Ensures textbook lists are accurate and updated for forwarding to Library in June, as necessary.
• The incumbent is responsible for the day-to-day administration of Year 1 Family Practice.
• The schedules are extremely detailed and errors in scheduling could have considerable impact on students learning, and faculty and student satisfaction, and will have a big impact on the preceptors in the community teaching our students.
• The incumbent works within broadly established guidelines and will, in conjunction with the Clinical Experiences Manager and Site Director(s), establish any new procedures that are required.
• It may be necessary to create policies and procedures, where none currently exist, as well as change existing policies and procedures, and this position will be expected to collaborate with stakeholders across the program.
• It is important that student records are dealt with conscientiously and students are given accurate information regarding their program, since mistakes can have a long-term impact.
• Impact of error is considerable as material is widely distributed.
• It is important that faculty (e.g. Site Directors and teachers) at all sites are dealt with in an efficient and professional manner as the impact of any decisions can have repercussions for faculty, students, general public, staff, and the image of UBC
• Coordination and distribution of schedules and educational materials.
• Coordination and maintenance of student assessments.
• Responsible for coordinating and maintaining evaluations on VFMP first year Family Practice students and follow-up where necessary.

Job Requirements:

• Computer experience required (Word, Excel, Access, Power point preferred). Knowledge of evaluations systems and websites will be an asset. Ability to communicate effectively verbally and in writing.
• Ability to deal with a diversity of people in a calm, courteous, and effective manner.
• Effective organization and public service skills.
• Ability to type 55 w.p.m. and to operate a normal range of office equipment.
• Ability to effectively use Word (word processing), Excel, Access (spreadsheet, database and Internet applications) at an intermediate level.
• Ability to effectively manage multiple tasks and priorities.
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to maintain accuracy and attention to detail.
• Ability to exercise tact and discretion.
• Ability to work effectively independently and in a team environment.
• Ability to anticipate problems and issues and plan ahead.
• Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English.
• Ability to create and accurately maintain record and filing systems.
• Ability to gather, record, and organize information.
• Ability to prepare and complete job-related documents using relevant content and appropriate format (e.g., forms, letters).Ability to understand and apply policies, procedures, and instructions.
• Ability to exercise sound judgment.
• Ability to determine the nature and urgency of inquiries and issues, and triage appropriately.
• Ability to work effectively with minimal supervision.
• Ability to analyze problems, identify key information and issues, and effectively resolve.

Job Details:

Company: The University of British Columbia

Vacancy Type:  Full Time

Job Location: Vancouver, British Columbia, CA

Application Deadline: N/A

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