Site Program Coordinator, Vernon/Revelstoke (term)

Job Description

remote type: This position is eligible for a hybrid work arrangement, however, may be subject to change due to operational requirements.Staff - Union### ## **Job Category**BCGEU Okanagan Support Staff## Job ProfileBCGEU OK Hourly - Support Services Coordinator I### ## **Job Title**Site Program Coordinator, Vernon/Revelstoke (term)### ## **Department**UBCO | Year Three and Four Program Support | Southern Medical Program | Faculty of Medicine### ## **Compensation Range**$34.30 - $39.32 CAD Hourly### ## **Posting End Date**March 19, 2026**Note:** Applications will be accepted until 11:59 PM on the Posting End Date.**Job End Date**October 12, 2026This is a leave replacement for a fixed term duration.# **Please include a cover letter with your application. This is a part-time position at 0.5 FTE, salary will be prorated. This is a 6-month term position with possibility of renewal.**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**This position provides administrative oversight of year three (3) and four (4) Medical Undergraduate Program (MDUP) activity and supports Post-Graduate Medical Education (PGME) Royal College programs at the local regional hospital and community sites. This position creates and maintains collaborative administration processes for UG and PG programs in the region is an important aspect of this position. This position is one of the first UBC Faculty of Medicine points of contact and representative at the Regional site, therefore initiating and maintaining strong relationships through the medical community is important.This position is in a state of evolution whereby duties may be modified, systems and procedures will need to be developed as operational requirements and capacity of learners increases. This position will require an individual who is comfortable in an atmosphere of ambiguity while systems and processes are being established.**ORGANIZATIONAL STATUS**This position reports directly to the SMP Clinical Education Program Manager and will work closely and effectively with UG and PG Site Directors and Administrators, Education Leads, Clinical Faculty, Program Coordinators the Assessment and Evaluation Administrator and IH administrators. This position interacts independently with: medical students and residents, clinical faculty and staff, medical office assistants and hospital administrators throughout the Interior Health Authority; as well as UBC Undergraduate and Postgraduate departments in the Faculty of Medicine; and, other healthcare professionals.**WORK PERFORMED**Provides Program Administration of the Medical Undergraduate Program (MDUP):* Develops, and manages student placements and schedules for the mandatory rotations and electives at the relevant site in collaboration with the PGME Family Practice site coordinator(s).* Gathers, collates and analyzes information on rotations/electives, including community and practice profiles, availability, and local contact information.* Develops and maintains confidential records and data on MDUP learners at the relevant site.* Creates and maintains relevant content on the on-line learning platforms related to SMP Year 3/4 rotations/electives in the region (currently these are MedNET and Entrada).* Monitors performance of the placement experience and, along with the Faculty Lead and Clinical Education Program Manager, ensures that the delivery of the rotation/elective meets program objectives and expectations.* Liaises with Faculty Leads and Year 3/4 Clinical Education Program Manager regarding any student, preceptor, or health authority issues that may arise during the student placements and supports the resolution in consultation with faculty leadership. In collaboration with SMP Student Affairs, allocates support for students with issues or concerns they may have during their placements to support their academic well-being.* Implements planning and policy development related to Year 3/4 clinical education and overall program priorities, including faculty development.* Supports recruitment mandates and submits the relevant on-boarding documentation.* Works with distributed staff/faculty to develop, deliver and manage implementation and access of critical Academic Sessions content using both local and a distributed delivery system.* Build and maintain interpersonal relationships between UBC Faculty, Health Authority leadership, staff and learners. High level of communication competency required in order to facilitate and coordinate planning, program implementation and program delivery.* Consensus building between high profile members/groups involved in medical education requiring respectful, direct and tactful communication skills.* Oversees expenditure related to MDUP site operations within a pre-established budget.Supports Assessment and Evaluation:* Works closely with the SMP Assessment and Evaluation Coordinator and Year 3/4 Clinical Education Program Manager to support the assessment and evaluation processes.* Oversees the execution of examinations on-site. These processes must strictly follow accreditation standards set forth by the Liaison Committee for Medical Education (LCME) and UBC Policies and Procedures, which includes a comprehensive absence policy.* Supports the implementation of a system of appraisal for students and teachers.Supports teaching payments:* Prepares accurate data for entry into teacher tracking system and reconciles to ensure accurate payments. Responsible for accurately gathering, tracking and data entry of clinical teaching activity by Faculty of Medicine (FoM) preceptors to ensure preceptors are paid correctly and timely according to the payment schedule, as it relates to tracking clinical teaching payments.Supports Post-Graduate Medical Education (PGME) Royal College programs and ensures collaborative administration processes for UG and PG programs in the region:* Ensures students and PGME Royal College residents have access to systems, facilities and privileges (UBC and Interior Health) as required for their clinical activity in the region; liaising with medical staff administration as required.* Works with PGME (Royal College and Family Practice) administrative staff to support scheduling of PGME Royal College program activity in the local hospital* Initiates and follows through with critical recruitment and onboarding processes for teaching faculty before teaching can occur.* Creates and 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).* Monitors correspondence on behalf of the rotations/electives, ensuring timely responses and flagging key issues.* Analyzes information regarding UG and PG programs, assessing conflicts and capacity affecting the UG and PG programs, provides projections and forecasts of placement numbers. Initiates collaborative management working with UG and PG administrative staff and faculty to coordinate complex schedules.* In collaboration with UG and PG Faculty Leadership and PGME Family Practice site staff communicates space and facilities requests to the SMP Space Committee for consideration* Performs other related duties as necessary in keeping with the qualifications and requirements of the job.**CONSEQUENCE OF ERROR**This position will be working within a high-performing team environment and will participate in finding solutions to issues. This position must be able to work independently and set priorities.
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