Staff - Non Union Job Category M&P - AAPS Job Profile AAPS Salaried - Educational Programming, Level A Job Title Postgraduate Medical Education Program Coordinator Department Education Support | Department of Orthopaedics | Faculty of Medicine Compensation Range $4,970.92 - $7,141.92 CAD Monthly The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job. Posting End Date August 27, 2025 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date Ongoing 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 Postgraduate Medical Education (PGME) Coordinator is responsible for the administrative and operational day-to-day running of the Orthopaedic Surgery residency program within the Department of Orthopaedics. This position ensures that all training meets or exceeds Faculty of Medicine (FoM) and national accreditation standards and curriculum guidelines. The main functions include planning, implementing, tracking, monitoring and evaluating the residency program activities and events as well as initiating and driving special projects. Additional responsibilities will include the development of administrative systems to ensure smooth delivery of educational services, and to formulate, articulate, and document policies and procedures and ensure adherence to these policies. This position plays both key strategic and operational roles in ensuring effective implementation of the residency program and the creation of a safe and respectful learning environment for residents. Organizational Status The UBC Department of Orthopaedics has an international reputation for excellence in teaching, research and patient care. Our mission is to create knowledge, advance learning, and improve musculoskeletal health for the community at the provincial, national, and international levels. The Department consists of seven clinical divisions and a division of orthopaedic research, and is comprised of 200+ academic and clinical faculty who choose to contribute large blocks of their time to advance knowledge in the areas of clinical orthopaedics, musculoskeletal science as well as applied biomedical engineering and related basic science areas. This focus allows the Department to be at the forefront of exciting new developments in the areas of minimally invasive joint replacement, improved bone healing, advanced techniques in spinal surgery, innovative arthroscopic techniques, and improved biomaterials and implants. As a member of the Department of Orthopaedics administrative team, this position reports to the Administrative Manager and receives direction for daily work and new projects and initiatives from the Program Director. The Coordinator will also receive direction from the Postgraduate Medical Education Administrative Leadership. This position interacts closely with residents, Departmental staff, members of the Residency Program Committee (RPC), Discipline Specific Site Leaders (DSSLs) at teaching sites, members of the Postgraduate Medical Education Office and other program coordinators within the faculty. Correspondence with outside agencies such as The College of Physicians and Surgeons of British Columbia (CPSBC), The Royal College of Physicians and Surgeons of Canada (RCPSC), Professional Association of Residents of BC (PAR-BC) (residents' union), administrators from several teaching hospitals and the Canadian Resident Matching Service (CaRMS) will also be required. Work Performed Manages the residency training program by planning, implementing, tracking and evaluating program activities. Oversees and manages the resident rotation schedules; Ensures housing, travel, and other necessary arrangements are in order for off-site rotations. Develops resident half-day educational schedule and recruit’s faculty for each session. Acts as a liaison between the faculty, site directors, residents, and administrative staff at the hospital sites advising on and resolving issues as they arise on rotations. Utilizes a number of applications (e.g. one45, Entrada, Resident Management System, T-Res, etc.) to manage the day-to-day administration of the residency program; maintains data within systems; stays abreast of developments in the applications; develops expertise and trains others (e.g. faculty) to ensure efficient delivery of the program. Manages all resident assessment activities including remedial action when necessary; Advises the Program Director on low performance evaluations and residents who may be in academic difficulty or other potential performance issues with residents. Oversees the completion of mid-rotation evaluations; compiles data and provides reports on a regular basis. Oversees the annual AAOS Orthopaedic In-Training Examination (OITE) exam. Manages the delivery of PGY1 Boot Camps and Skills Labs and biannual Resident Oral Examination. Coordinates annual Orientation for incoming residents and collaborates with Program Director to plan and facilitate orientation sessions. Reviews and revises the Resident Information Manual containing residency program policies and procedures. Maintains an up-to-date dossier on each resident; Ensures comprehensive management of Program records including documents and communications in accordance with UBC Records Management policies and in compliance with Freedom of Information and Protection of Privacy Act (FIPPA). Organizes the bi-annual reviews with the Program Director for all residents and annual meeting with Resident Research Director. Oversees the completion of faculty assessment of teaching Prepares a number of critical reports for the sound functioning of the residency program including but not limited to resident evaluation reports (for Competence Committee), rotation reports (for Residency Program Committee), and faculty teaching reports (for faculty and Division Heads). Collaborates with the Competence Committee and the Program Director in the appointment and promotion of residents Manages the Residency Program Committee, Curriculum Committee, and Competence Committee, and other ad-hoc committees and working groups as required. Coordinates with resident rotation supervisors to audit and approve resident vacation and conference leave requests. Responsible for auditing and approving resident call back, vacation, and mandatory rotation expense entries in RMS, and Chief Resident allowance entries. Oversees the onsite survey visit and assists the Program Director with preparation of documentation for the Royal College onsite Accreditation Survey and the UBC Internal Review. Collaborates with Program Director, Administrative Manager, and relevant stakeholders in developing and updating policies and procedures related to the residency program Develops and implements new procedures in response to new or revised policies issued by FoM, PGME Office, or the RPC; Ensures departmental postgraduate policies and procedures comply with the British Columbia Medical Association (BCMA), UBC, and RCPSC standards. Oversees the yearly recruitment and selection of new residents through the Canadian Residency Matching Services (CaRMS). Tracks faculty teaching contributions and committee attendance and ensures timely completion of payment Manages the residency program budget, authorizes and reconciles expenditures, and reports on balances on a quarterly basis. Oversees the Resident Activity Fund; ensures funds are administered according to policy and advises residents on eligibility of expenditures for mandatory rotations and Resident Activity Fund. Coordinates elective requests from residents in other Canadian Orthopaedic programs and internationally. Distributes the resident exit survey and collates survey results. Maintains resident graduation records and endeavors to keep an up-to-date resident alumni list. Oversees resident compliance with deadlines for submission of research proposal and interim reports. Provides support to residents and addresses concerns, escalating matters as needed. Liaises with the PGME office on resident appointments, leaves, etc, as required. Attends Postgraduate Medical Education (PGME) administrative program meetings and workshops, as required, and keeps abreast of new developments within the area of residency training. Reviews and validates faculty teaching information for the Undergraduate Medical Education Program in the Teaching Tracking and Payment System on an ongoing basis. Coordinates and/or supports annual Departmental education events including Research Day, Graduation Dinner, Welcome social, and Orthopaedic Update. Provides back up support to education staff requiring a basic knowledge of the continuum of education programs within the Department, as needed. Performs other duties as required. Consequence of Error/Judgement The Postgraduate Medical Education Coordinator is required to act independently and make executive decisions on a daily basis; often outside clearly defined terms of reference. Lack of judgement, inappropriate decisions or inadequate monitoring of the residency training program could result in needless administrative burdens for the Program Director and have a negative impact on the delivery of the program, residents, and the Departments’ accreditation standing. Inaction on initiatives or issues could result in lost opportunities and/or reduced quality in the education programs and/or damage to important relationships and networks. Supervision Received Works independently under general managerial direction in assigned areas of responsibility. Consults with Administrative Manager and/or Program Director on new or unusual situations. Work is reviewed in terms of effectiveness within established policies and guidelines. Supervision Given Supervises and trains supports staff as necessary. Minimum Qualifications University degree in a relevant discipline. Minimum of two years of related experience, or the equivalent combination of education and experience. - Willingness to respect diverse perspectives, including perspectives in conflict with one’s own - Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion Preferred Qualifications Education: Undergraduate degree in a relevant discipline. Experience: Minimum of two years of related experience, or the equivalent combination of education and experience. Experience working in postgraduate training, in particular a Residency Training Program setting is an asset. Knowledge of University policies, procedures, governance and administrative systems is preferred. Effective computer skills, including professional experience with Microsoft suite of programs is required. Knowledge, Skills, & Abilities: Ability to communicate professionally and effectively verbally and in writing. Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English. Ability to investigate and resolve conflict in a professional manner, and to handle sensitive issues in a tactful and confidential manner. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to determine the nature and urgency of inquiries and issues, and triage appropriately. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to anticipate problems and issues and plan ahead. Ability to analyze and interpret information, determine implications, and provide recommendations. Ability to make thoughtful, informed, and thorough decisions. Ability to work independently with minimum supervision. Highly motivated with an ability to show initiative. Ability to work a flexible schedule including early morning/evening meetings and events and the ability to work additional hours during peak times as required. 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.
