Staff - Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Hourly - Support Services Assistant II Job Title Program Coordinator, Education Interior Department Administrative Support Interior | Medical Postgraduate | Faculty of Medicine Compensation Range $30.96 - $35.51 CAD Hourly Posting End Date August 25, 2025 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date December 12, 2025 This is a term position ending December 12, 2025 Please include a cover letter with your application. Job Description 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 UBC Faculty of Medicine (FoM), through its Office of Postgraduate Medical Education (PGME), provides postgraduate medical training in 76 Royal College and 2 Family Medicine training programs. The programs span multiple training sites and are distributed to clinical academic campuses and affiliated regional centers across the province. To accommodate the government funded increase in MD undergraduate graduates, the PGME program has been increasing the number of residents accepted into its programs. The Postgrad program currently provides training across more than 5 sites through the Interior and involves 2 Royal College programs and Family Medicine. There are more than 70 residents situated in the Interior region at any time. This region is expected to continue to grow with distributed education over the next few years. The Southern Medical Program (SMP) is one of four distributed Medical Undergraduate Programs (MDUP) within the University of British Columbia’s Faculty of Medicine. The program is delivered in partnership with the University of British Columbia (UBC), the University of Northern British Columbia (UNBC) and the University of Victoria (UVic) and in close collaboration with the Interior Health Authority (IH). The SMP delivers its education and training at five primary education sites at UBC Okanagan, Kelowna General Hospital, Vernon Jubilee Hospital, Royal Inland Hospital, and Kootenay Boundary Regional Hospital in addition to regional and community hospitals, community health centres, and family physician offices in 30 different communities. The Program Coordinator is responsible for providing complex coordination and administrative oversight as part of the distributed UBC PGME and MDUP programs in the Interior Health Region. The position is responsible for developing and maintaining various complex schedules, preparing program documentation, and the day-to-day administrative tasks associated with the effective delivery of medical education activities in the region. The position works with various members internal and external to UBC to ensure the programs run smoothly and works with a view to streamline and improve processes. With the ongoing integration of the undergraduate and postgraduate programs through the Interior, this position will ensure consistent, effective program delivery for all medical education activities through the region. This position will be located from a Faculty of Medicine Clinical Site within the Interior region. ORGANIZATIONAL STATUS This position reports directly to the PGME Admin Manager, Interior. The incumbent will also receive direction from departmental faculty and administrative leaders, and the MDUP Clinical Education Program Manager, SMP. The incumbent will work closely and effectively with faculty leadership, clinical faculty, administrative staff, and Interior Health Administrators. The incumbent interacts independently with residents and medical students, clinical faculty, medical office assistants and hospital administrators throughout the Interior Health (IH) Authority; and external organizations such as The College of Physicians and Surgeons of British Columbia, and Resident Doctors of BC. WORK PERFORMED Administrative Provides onboarding support for all learners rotating through Interior Health and ensures MDUP students and PGME residents have access to systems, privileges and facilities (UBC and Interior Health) as required for their clinical activity in the region; liaising with medical staff administration as required Ensures licensure requirements are in order for out-of-province residents. Provides information about requirements and processes as required. Develops tools and processes to effectively manage and track all learners in the Interior. Maintains records on user access to a large number of highly confidential and complex medical systems. Responds to resident rotation enquiries and interprets guidelines, policies and procedures. Triages enquiries to appropriate UBC and Interior Health Authority contacts as needed. Resolves policy-related, process-related, or procedural problems and/or inquiries related to onboarding. Coordinates and participates in resident and student orientations and preparing orientation packages, including first-day reporting instructions, relevant policies, handouts, ID badges, parking arrangements and other logistics Enters learner rotations into the Access Management Program and works with the IT Access Team to coordinate computer access for rotations throughout the Interior, ensuring all processes are complete and access is set up for the start of the resident rotation. Verifies information for all interior-based rotations in CPMS. Gathers, collates and analyzes information on the rotations/electives, including community and practice profiles, availability, and local contact information Liaises with Faculty Leads and Program Managers regarding any student/preceptor issues; supports conflict resolution and allocates supports for students with issues or concerns they may have during their placements to support their academic well-being in collaboration with the Resident Counselling and Peer Support (RCAPS) Office and SMP Student Affairs Interprets guidelines, policies and procedures pertaining to medical education enquiries of a non-routine and routine nature Manages resident absences and leave requests in RMS/one45 (i.e. vacation dates, conference leaves, sick days, and leaves of absence) and notifies preceptors Maintains resident files and tracks academic training record for residents (i.e. leaves, transfers, remediation, part-time training, etc.). Prepares documentation as required including reference letters and verification of training letters Supports annual process for appointments of Resident Lead and assists with orientation for incoming Resident Lead Acts as the first point of contact for the program(s) at the Interior site and ensures responsive and timely service Assists with identifying physicians requiring Clinical Faculty appointments and supports the relevant application process Provides updates on learner issues or problems to the appropriate Program Director/Faculty Lead and Program Manager, suggesting solutions to problems as required Collaborates with the managers and Program Directors/Faculty Leads to implement program policies and procedures Maintains learner records, personnel files, attendance records, correspondence and licenses. Ensures licensure requirements are met; provides information about requirements and processes as required Coordinates meetings and videoconferencing as required. Scheduling Develops, and manages complex scheduling and resource management for the discipline rotations and electives at the relevant site(s). This includes collaborating with program coordinators and faculty leadership as well as liaising with hospital/clinical administration Notifies residents and students of any pertinent rotation information prior to start date and preceptors of any pertinent documents and academic events Responsible for monitoring performance of the placement experience and, along with the Faculty Leads, Program Managers and program staff, ensures that the delivery of the rotation/elective meets program objectives and expectations. MDUP and PGME program accreditation relies on the delivery of comparable objectives as all other locations in the province Provides support and troubleshooting for room requests and equipment such as videoconferencing Creates, maintains and distributes service specific call schedules for residents, which adhere to the parameters outlined in the Resident Doctors of BC (RDoBC) Collective Agreement. Coordinates complex video conferencing teaching rounds with other hospital sites across the province and arranging room bookings on a regular basis. Assessment and Evaluation Prepares and coordinates evaluations for review by the Program Director/Faculty Lead, including corresponding with preceptors and forwarding evaluations for review Identifies low performance learner evaluations and alerts Program Director/ Faculty Lead Enters, updates and maintains learner rotation information in UBC systems (example: One45) Distributes and monitors learner evaluations using UBC systems (example: One45) Coordinates reviews of residents with the Program/Site Directors, provides performance monitoring and meeting documentation for faculty leadership and committees Manages the resident assessment system for the program and managing, preceptor and rotation evaluation Monitors completion of Entrustable Professional Activity (EPA’s), milestones, observations, as well as sends outstanding evaluation reminders Monitors In-Training Evaluations (ITERS) and follows up on incomplete evaluations on UBC systems (example: One45) Works closely with the Assessment and Evaluation Administrators and Program Managers to support the assessment and evaluation processes Finance Responsible for accurately tracking and data entry for teaching payments, adhering to UBC Faculty of Medicine policies and systems Processes and tracks resident expense reimbursements for travel, call-back, and community and mandatory rotations on the resident reimbursement website Supports reconciliation of Resident Activity Fund expenditures through departments as relevant Canadian Resident Matching Service (CaRMS) Assists PGME department’s admin team with Interview Day coordination. This may involve planning information sessions, booking space, providing tours, and ordering catering, as well as coordinating volunteer staff, faculty, and residents for participation as required Assists the Program Managers in coordinating the Canadian Residency Matching Service (CaRMS) process for new residents, as needed Other Coordinates on-site visits and assists the faculty and administrative leadership in preparing for accreditation visits and reviews, as needed Ensures effective internal and external communications between the Faculty of Medicine programs and the various staff, students, faculty, preceptors, medical office assistants and hospital contacts (within the region and province) Coordinates standing and ad hoc meeting as required; may involve recording, transcribing and distributing minutes and agendas Provides support to colleagues during absences Coordinates and/or assists with event coordination, as required Maintains and revises job procedures manual, as needed Participates in exam invigilation and OSCE delivery as required Performs other related tasks and projects, as required CONSEQUENCE OF ERROR/JUDGMENT The incumbent will be working in a high-performing team environment and will participate in finding solutions to issues. 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. Error in judgment, or ineffective communication, may lead to damaged relationships within the medical community, or with the rotation and program. Loss of preceptors for a Faculty of Medicine Education programs could have immediate repercussions for the learners and residents, and on medical education program delivery, potentially compromising the program effectiveness with long lasting negative impacts amongst the medical community. SUPERVISION RECEIVED The incumbent will be working in a high-performing team environment and will participate in finding solutions to issues. 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. Error in judgment, or ineffective communication, may lead to damaged relationships within the medical community, or with the rotation and program. Loss of preceptors for a Faculty of Medicine Education programs could have immediate repercussions for the learners and residents, and on medical education program delivery, potentially compromising the program effectiveness with long lasting negative impacts amongst the medical community. SUPERVISION GIVEN Provides direction and coordination to others as the main liaison across all Interior sites and with provincial colleagues. PREFERRED QUALIFICATIONS High school graduation and two (2) years of post-secondary education. Minimum three (3) years' experience or the equivalent combination of education and experience. Previous experience in an undergraduate medical program or related medical education experience is an asset. 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; Advanced user of Microsoft Windows and Office applications including Word, Excel, PowerPoint Outlook and collaborative tools such as MS Teams and SharePoint Online is an asset; Knowledge of web conferencing and video conferencing equipment technology; Ability to take initiative, and work with minimal supervision within a team environment. 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; Ability to take initiative, determine course of action and then follow through independently; Ability to communicate effectively, both verbally and in writing; Ability to multi-task with attention to detail; Demonstrate project-planning skills to meet deadlines and follow up, ensuring deliverables are met; Flexible; comfortable working within ambiguity; invigorated by change, often requiring immediate responses and solutions within a high stakes environment; Ability to exercise high level of tact and discretion, project positive image and be diplomatic in stressful situations while maintaining confidentiality in dealing with students and faculty; Familiarity with rural and urban communities throughout the Interior and other British Columbia regional health authorities is an asset; Some travel to Interior sites and other hospital/clinic sites may be 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.