CCFM - EM Provincial Program Assistant

Job Title

CCFM - EM Provincial Program Assistant

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Hourly - Support Services Assistant IV

Job Family Group

Staff - Union

Department

UBCO | Administrative Support Interior | Medical Postgraduate | Faculty of Medicine

Compensation Range

$32.84 - $37.67 CAD Hourly

Job End Date

May 27, 2027

Posting End Date

November 22, 2026

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

• This is a part-time position, up to 14 hours per week.

• This is a 6-month term position with possibility of renewal.

• Work location can include any UBC site in the Interior Health region.

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.

Background

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. Since 2003 the number of residents has grown from 700 to 1400 in 2019.

The Postgrad program currently provides training across more than 5 sites through the Interior and involves Family Medicine, and Royal College of Physicians and Surgeons of Canada (RCPSC) Residency Program in Emergency and Psychiatry. There are more than 70 residents situated in the Interior region at any time with growth projected to continue with distributed education over the next few years.

The Southern Medical Program (SMP) is one of four distributed Medical Under-Graduate 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 centers, and family physician offices in 30 different communities.

Job Summary

This position is based out of any UBC Faculty of Medicine Clinical Site within the Interior region. The position is responsible for providing complex coordination and administrative oversight of the delivery of distributed PGME and Emergency Medicine activity throughout the province . 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 the programs. The position works closely with faculty and administrative leadership, residents, students, physicians and medical administrative assistants, in order to ensure the programs runs smoothly and works with a view to streamline and improve processes.

Organizational Status

This position reports directly to the PGME Admin Manager, Interior. The position will also receive direction from Enhanced Skills CCFP-EM faculty and administrative leaders, as well as other Postgraduate (PG) leadership as appropriate

This position will work closely and effectively with the CCFP-EM Site Directors, Program Managers, Program Administrators, Clinical Faculty, and Interior Health Administrators. The incumbent interacts independently with residents and medical students, clinical faculty, medical office assistants and hospital administrators throughout the province; as well as UBC Faculty of Medicine (FoM) departments and distributed sites, and external organizations such as The College of Physicians and Surgeons of British Columbia, and Resident Doctors of BC.

Work Performed

Administrative

• 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
• Ensures 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
• Gathers, collates and analyzes information on the discipline 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 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
• Creates and maintains relevant content on the on-line learning platforms related to the CCFP-EM Program in the region (currently these are MedNET, Entrada and One45)
• 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 Director/Faculty Leads to implement program policies and procedures
• Maintains learner records, personnel files, attendance records, correspondence and licenses in compliance with UBC policies and procedures. Ensures licensure requirements are met; provides information about requirements and processes as required
• Coordinates meetings and videoconferencing as required
• Assists as required to prepare for Accreditation reviews. This may include compiling data for reporting and providing documentation, surveys, and reviews
• Maintains an up-to-date procedures manual to document practices
• Other duties or tasks as required to support new residency program initiatives

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 Lead and Clinical Education Program Manager, ensures that the delivery of the rotation/elective meets program objectives and expectations.
• Provides support and troubleshooting for room requests and equipment such as videoconferencing
• Coordinates all aspects of Academic Half Day lectures occurring weekly

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 preceptor and rotation evaluations
• Monitors completion of Entrustable Professional Activity (EPA’s), milestones, observations, as well as sends outstanding evaluation reminders
• Monitors all aspect of In-Training Evaluations (ITERS) and follows up on incomplete evaluations on UBC systems (example: One45)

Finance

• Processes and tracks resident expense reimbursements for travel, call-back, and community and mandatory rotations on the resident reimbursement website
• Reconciles Resident Activity Fund expenditures
• Responsible for accurately tracking and data entry for teaching payments, adhering to UBC Faculty of Medicine policies and systems

Canadian Resident Matching Service (CaRMS)

• Assists the 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 delivery as required
• Performs other related tasks and projects, as required

Consequence of Error/Judgement

This position 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

This position reports directly to the PGME Admin Manager, Interior. The position will also receive direction from Enhanced Skills CCFP-EM faculty and administrative leaders, as well as other Postgraduate (PG) leadership as appropriate.

They are expected to work with 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 relevant manager, Program Director/Faculty Lead, or the Administrative Director as appropriate for direction, advice and collaboration.

Supervision Given

Provides direction and coordination to others as the main liaison across all Interior sites and with provincial colleagues.

Minimum 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.
• 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

• 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.