Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Sr Program Asst-Med Ed (Gr8) Job Title Program Coordinator, Residency Program and POCUS Department Postgraduate Medical Education Support | Department of Emergency Medicine | Faculty of Medicine Compensation Range $4,739.00 - $5,102.00 CAD Monthly Posting End Date July 11, 2025 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date 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 Program Coordinator, Residency Program and POCUS provides senior level administrative support to two accredited postgraduate education programs in the Department of Emergency Medicine, the Emergency Medicine residency program (RCPSC-EM) and the Point of Care Ultrasound Area of Focused Competence Diploma Program (POCUS AFC). This position is responsible for developing and maintaining complex schedules, preparing program documentation, and the day-to-day administrative tasks associated with the effective delivery of the education programs. This position coordinates education activities for the residency program that are provincial, encompassing all sites, rather than site-specific. The distributed sites are supported by a site-specific Associate Program Director and Program Coordinator. This position reports to the Program Manager of the overall provincial residency program and receives direction from the overall provincial Program Director. This position is based at the Diamond Health Care Centre. Occasional travel between sites may be required. The standard hours of work are 8:00AM – 4:00PM, but this position may be required to work flexible hours and days to meet operational requirements. 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. Organizational Status The vision of the UBC Department of Emergency Medicine is to be a provincially integrated Department committed to clinical, academic, and health care delivery leadership, founded in the creation and exchange of knowledge to improve emergency care. Our faculty members across the province have an impressive record of research and discovery related to prevention of emergencies, improving clinical care, and system improvements. Emergency Medicine Residency Program The UBC Department of Emergency Medicine provides postgraduate medical training in Emergency Medicine in accordance with the Royal College of Physicians and Surgeons of Canada Competence by Design training program. The program provides high-quality emergency medicine training across the province, distributed at four program sites, and is the largest in the country. Oversight and support for the overall Provincial Program is provided by the Provincial Program Director, Program Manager, and this position. The incumbent works closely and effectively with residency program leadership and program coordinators at distributed sites, as well as departmental leadership, PGME Office staff, clinical faculty, residents, and external organizations such as The College of Physicians and Surgeons of British Columbia, and Resident Doctors of BC. Point of Care Ultrasound AFC Fellowship Program This position coordinates education activities for the Point of Care Ultrasound AFC Fellowship Program and receives direction from the Administrative Manager of the Department and the POCUS Program Directors. Work Performed RCPSC-EM Residency Program (90%) Coordinates all aspects of didactic teaching for the Provincial program Organises the Provincial academic schedule for the year. Co-ordinates weekly Provincial Academic Day sessions. Responsible for records management of academic day learning material and coordinating review and refresh of material before annual sessions. Responsible for distributing learning materials and details to preceptors and residents. Coordinates monthly Journal Club sessions and communicates information to faculty members and residents. Manages attendance, supports the host, and facilitates special requests as needed. Provides administrative support and coordination for the NERD research rotation. Coordinates CITE exams application. Distributes information to faculty members on the scoring process and participates in exam invigilation as required. Responsible for tracking teaching activity for payments. This includes monthly tracking of didactic teaching across all sites by requesting input and coordinating review of teaching and standing committee participation. Program Coordination Provides administrative support to Program Manager and Program Director with various ongoing, annual, and special time-sensitive projects and activities. Coordinates annual Canadian Residency Matching Service (CaRMS) interview days and supports the overall CaRMS process. This involves planning information sessions, booking space, providing tours, and ordering catering, as well as coordinating participating staff, faculty, and residents. Coordinates residency program awards (Resident Research Grants, Resident Leadership Award, Riyad Abu-Laban Abstract Prize, Dr. Brian Chung Award for Outstanding Contribution to Residency Education). Keeps up to date on best practices for award selection and provides administrative support for the adjudication process. Arranges and oversees planning and logistics for program wide events such as retreats, graduation, and wellbeing initiatives. Required to manage event budgets, coordinate with external and internal partners, confirm room bookings, catering and speakers and overall communications. Provides day of event support. Prepares orientation packages and handouts for the provincial program Provides administrative coordination for accreditation visits and reviews. Compiles data for reporting, responsible for records management of documents required for accreditation. Sends out surveys and assessments as needed. Collaborates with the Program Manager and Program Director/Faculty Leads to implement program policies and procedures. Interprets guidelines, policies and procedures pertaining to medical education enquiries of a non-routine and routine nature. Coordinates and documents all provincial program meetings and committees (Provincial Residency Program Committee, CBME, CaRMS, etc.). This may involve booking rooms, recording, transcribing, and distributing minutes and agendas. Communication Responsible for drafting, maintaining and updating program communications. Acts as the first point of contact for the provincial program. Ensures effective and timely internal and external communications between staff, learners, and faculty. Updates information on the program website using WordPress. Updates Provincial program information and documentation on Entrada, One45 and other systems as required. Finance Understands and follows UBC, Faculty of Medicine and PGME policies related to payments and reimbursements. Initiates payments on behalf of the provincial program. This includes submitting teaching payments (in Workday, TTPS or the Accounts Payable webform), submitting expense reports and purchase order requests. Reconciles and follows up on any outstanding teaching payments. Assessment and Evaluation Works with the Program Manager to support assessment and evaluation processes, including supporting learners’ rotations information and evaluations using UBC systems (One45, Entrada). Inputs Provincial academic days in One45. Prepares and coordinates academic and teaching evaluations for review by Program Director. This process involves compiling and manipulating data. Corresponds with preceptors and forwards evaluation reports needed for faculty promotion reviews. Records Management Responsible for maintaining University records associated with the Emergency Medicine Education Program so that information is retained according to university policy and retention schedules and accreditation requirements. Records, transcribe and/or distribute minutes and agendas for standing and ad hoc meetings. Documents actions, transactions, and correspondence. Saves business records according to established departmental practices and procedures so that information can be located reliably and efficiently. Ensures integrity and accuracy of data. Maintains an up-to-date job procedures manual to document practices. Reviews annually. Other Performs other duties as required to meet operational needs of postgraduate education programs. Identifies inefficiencies and develops processes in daily work to streamline tasks and maximize output Acts as backup support for other team members as needed. Point of Care Ultrasound (POCUS) Fellowship Program (10%) Provides administrative support to the Point of Care Ultrasound (POCUS) Fellowship Program, including room bookings, one45 evaluations, scheduling, event organization, and executive assistance to the Program Directors. Supervision Received The Program Coordinator, Residency Program and POCUS reports directly to the Program Manager of the RCPSC-EM Residency Program. This position will also receive direction from Postgraduate Program Director(s) and Department of Emergency Medicine faculty and administrative leaders. This position works independently under broad direction. The incumbent exercises judgment in organizing tasks to fit the needs of the local program. They are expected to work with a minimal level of direction and supervision with a high level of accuracy. This position is expected to be able to take initiative, apply a high level of detail, exercise judgement, problem-solve and troubleshoot, apply discretion to determine course of action and follow through independently. Unusual issues, or decisions where clear procedures are not available, will be directed to the Program Manager, RCPSC-EM, Program Director, Faculty Lead, or the Administrative Director as appropriate for direction, advice, and collaboration. Supervision Given May supervise and train new and temporary staff and Work learn students as needed. Consequence of Error/Judgment This position will be working in a high-performing team environment. The incumbent must be able to work independently and set priorities. The position will require the ability to make decisions quickly and under stress in a clinical education environment. This position handles inquiries that can be urgent, contentious and/or sensitive in nature. A high degree of confidentiality is required. Errors in judgment and in timeliness and completion of service delivery will adversely affect the funding, reliability, credibility, and continuity of the Department's medical school training activities, may compromise the trajectory of learners’ academic pursuits, jeopardize the Program's accreditation, and may diminish the reputation of the Department and University. These errors also may lead to a loss of valuable physician time and diminished delivery of clinical services. Breaches of confidentiality and security may result in serious clinical and academic consequences. Inappropriate judgment or inability to adhere to accreditation guidelines may result in an Intent to Withdraw or withdrawal of accreditation from the Program, impacting learners, staff, faculty, and physician service delivery. Minimum Qualifications High school graduation, plus two-year post-secondary diploma. Completion of a bachelor’s degree is preferred. Four years of related experience or the equivalent combination of education and experience. Experience working within a medical setting preferred. Knowledge of UBC policies and procedures preferred. Preferred Qualifications Advanced user of Microsoft Windows and Office applications including Word, Excel, PowerPoint Outlook. Collaborative tools such as MS Teams and SharePoint Online are an asset. Proficiency at developing and maintaining electronic databases and survey systems on multiple different platforms Strong organizational skills and ability to prioritize to accommodate changing workload; Must have superlative problem-solving skills, and the ability to navigate in the changing landscape of medical education. Demonstrate project-planning skills to anticipate problems and issues, plan ahead, meet deadlines and follow up, ensuring deliverables are met. Ability to take initiative, determine course of action and then follow through independently. Knowledge of web conferencing and video conferencing equipment technology; Demonstrated interpersonal and diplomacy skills, as well as demonstrated ability to develop effective working relationships with community members, staff, faculty and students; Enthusiasm to nurture an environment that celebrates diversity, builds on strengths found in differences and seeks to encourage growth in all members of the team; Enthusiasm to work with equity, diversity, and inclusion-based approaches to advance UBC and Faculty of Medicine priorities and initiatives; Ability to communicate effectively, both verbally and in writing. Ability to take and transcribe accurate meeting minutes Ability to multi-task with attention to detail. Flexible; comfortable working within ambiguity; invigorated by change, often requiring immediate responses and solutions within a high stakes environment. Ability to work collaboratively with a wide range of stakeholders, including clinical faculty, residents, and key stakeholders Ability to exercise high level of tact and discretion, project positive image and be diplomatic in stressful situations while maintaining confidentiality in dealing with learners and faculty Ability to work additional hours occasionally in evenings and early mornings, and rarely on weekends, as required. Ability to occasionally travel between sites. The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world. Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together? Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority. If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at workplace.accessibility@ubc.ca.
