Clinic Manager

University of British Columbia - Staff; Vancouver; On-site; CAD 60,000 - 80,000; Full time

Job description

Staff - Non Union

Job Category M&P - AAPS Job Profile AAPS Salaried - Administration, Level B Job Title Clinic Manager Department Administrative Support | School of Nursing | Faculty of Applied Science Compensation Range $6,747.50 - $9,701.42 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 July 8, 2025

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

Job End Date

Jul 31, 2028

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 Clinic Manager is a key member of the Gateway Team-Based Care (TBC) Teaching Clinic’s administrative leadership team. This role ensures the effective development and management of patient services within a multidisciplinary collaborative primary care teaching clinic that provides longitudinal care for patients via the BC Patient Attachment System.

The Clinic Manager collaborates across a diverse team of clinic and program staff, health professions clinical educator-scholars, learners, and patients to guide operational planning for the clinic’s launch. Post-launch, the Clinic Manager provides direction in service delivery, people management, operations and facilities management, and information systems and technology management.

This position reports directly to the Gateway Program Director, has functional reporting to the Medical Director, and receives high-level strategic direction from UBC Health’s leadership. The Clinic Manager works closely with the Program Manager and other Gateway team members, including faculty and staff from various academic units, to ensure safe and effective patient services. The role also involves interaction with a wide range of internal and external partners, including patients, caregivers, and health organizations across the Lower Mainland and throughout BC.

Organizational Status

UBC’s School of Nursing (SoN), Faculty of Applied Science, is the administrative unit of the Gateway teaching clinic. As the oldest university-based nursing program in Canada, the School of Nursing offers a full range of innovative programs and holds an international reputation for excellence in research and scholarship. The School values health equity, social justice, and community engagement, aligning with the clinic’s mission to improve healthcare delivery through collaborative education and practice.

UBC Health is in the process of establishing a centre for innovation in collaborative health education and team-based care. The goal is to create a first-of-its-kind provincial centre, providing an opportunity for students, educators, healthcare professionals, researchers, and patients to work together to improve the quality of healthcare delivery through innovations in interprofessional learning, teamwork, and research. A core component of the centre will be a new, purpose-built team-based care teaching clinic in the Gateway building on the UBC Vancouver Point Grey campus.

The Gateway TBC Teaching Clinic in the Gateway South building on the UBC Vancouver Point Grey campus, aiming to support approximately 4,500 patients.

Work Performed

Clinic Operations

• Responsible for short and long-term strategic planning by providing operational and administrative insights, advocating for resources and process improvements through well-researched and data-informed recommendations to Gateway’s leadership.

• Establish, manage and lead the clinic’s daily operations, including planning and scheduling personnel, evaluating and improving clinic workflow procedures, establishing clinical educator and learner schedules and workloads.

• Develop, maintain, and implement comprehensive policies, operations manuals, protocols to ensure compliance with evolving University, government, and regulatory policies.

• Manage regular communication and engagement of team members to identify opportunities for continuous improvement and troubleshoot daily operational challenges to address patient and provider needs.

• In collaboration with the Medical Director and Gateway team, lead project planning and implementation of best practices and patient feedback systems to enhance care quality and student learning experiences in alignment with the needs of patients, learners, clinical educators, administrative staff and interest holders.

• Manage communications with clients, community and external services to promote services and align processes and protocols where appropriate.

• Build and navigate key relationships across UBC to support Gateway’s operations and strategic priorities.

Human Resources

• Develop and implement short and long-term strategic human resources plans; creates and leads change initiatives; develops and maintains human resources strategies relating to recruitment, professional development and evaluation, work-life balance, classification, training and retention of staff; directs performance management, discipline processes, equity, and staff planning, working closely with School of Nursing HR as required.

• Develop and implement orientation, onboarding and professional development for clinic staff and faculty.

Financial Management

• Manage the clinical operations annual budget, including forecasting and approval of expenditures for clinic staff, facility equipment and supply needs, approximately $550,000.

• Analyze financial information flow and work processes to advise senior leadership on implementing process improvements and cost efficiencies.

• Oversee all billings and claims, invoicing and tracking of payments to ensure billing and contractual requirements are met as outlined by the funding agreement, Doctors of BC, the Medical Services Plan of BC, and other third-party agencies.

Facilities Management

• Responsible for resource allocation, facility maintenance, equipment procurement, installation, renovations and repairs to ensure a functional clinic environment.

• Manage administrative spaces, optimizing workflow, ergonomics and space utilization.

• Research and negotiate service agreements and finalize vendor contracts, leases or purchases for approval by the Program Director.

• Liaise with Building Operations and appropriate others to troubleshoot facilities-related issues and address safety, security and emergency procedures.

• Manage clinic supplies and equipment to ensure adequate stock and functionality to support seamless clinic operations and patient care.

Information Systems

• Develop and refine systems to collect and act on patient feedback, improving interactions across digital platforms

• Plan for new technologies, applications and training programs to facilitate patient-centred care.

• Oversee the implementation and maintenance of the electronic health record, ensuring the system meets current and evolving user needs

• Manage and negotiate with vendors and liaise with appropriate IT departments for the development, implementation and evaluation of the technology platforms used at Gateway for clinical care, including conducting needs assessments, requesting privacy impact assessments, reviewing and negotiating service contracts, and implementing updates and integrations.

• Manage staff training, user access, security controls and procedures for key information systems for patient care.

• Perform other duties as required of this position

Consequence of Error/Judgement
The Clinic Manager provides operational oversight and clinic operations leadership support under the direction of the Gateway Centre’s Program Director. The position is required to exercise professional judgment and initiative while undertaking all The Clinic Manager provides operational oversight and clinic operations leadership support under the direction of the Gateway Centre’s Program Director. The position is required to exercise professional judgment and initiative while undertaking all

Supervision Received

Reporting directly to the Gateway Program Director with functional reporting to the Medical Director, the Clinic Manager works with considerable latitude and minimal supervision. The incumbent must be self-directed and able to manage and work independently.

Supervision Given

The position will manage a small team of clinic administrative staff including medical office assistants and receptionist. May assign work to Work Learn students when needed.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of three 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

• Undergraduate degree in healthcare management, business or relevant health discipline. Four years of related experience, or the equivalent combination of education and experience preferred.

• Understands and has experience with key program concepts such as team-based care, interprofessional education and continuous quality improvement or approaches for integrating knowledge into practice.

• Demonstrates commitment to lifelong learning by continuing to develop the technical and professional skills needed now and in the future.

• Demonstrated ability to collaborate effectively, both in-person and virtually, with a diverse team in a complex environment

• · Extensive experience practicing and/or role modelling team-based, patient-centred care in a clinic administration leadership role

• Demonstrated ability to work in an educational environment supporting and enabling the success of learners (e.g. health professional students)

• Demonstrated understanding of different team roles, shared scopes of practice and role negotiation to Demonstrated understanding and interest to participate in and support evaluation and research to advance collaborative health education and practice improvement

• Experience engaging with evidence-informed practices and using data and research insights to design improvement tools and principles, foster innovation, and/or enhance interprofessional teamwork and education

• Proven ability to devise and propose meaningful changes to optimize performance and services provided, such as ways to foster improved relationships and connection

• Ability to learn, adapt and utilize health and learning technologies (e.g. electronic health record, learner/learning management systems) effectively in a rapidly changing health system and health professions education program.

• Acts as a resource and mentor for new team members and learners.

• Strong, open communication with proven ability to communicate effectively and in a professional manner, both verbally and in writing.

• Proven conflict management skills and ability to develop and maintain cooperative and productive working relationships.

• Ability to deal effectively with a diversity of people e.g. students, patients, faculty, staff, community partners, external organizations, etc. in a professional and courteous manner.

• Ability to exercise diplomacy and sound judgment when interpreting information and making decisions or recommendations.

• Demonstrated ability to work independently and in a team environment, including the ability to collaborate with a large group of faculty, staff, students and partners.

• Ability to prioritize and work effectively under pressure to meet deadlines.

• Experience using Microsoft Office including Outlook, Word, Excel, PowerPoint at an intermediate/advanced level.

• Experience with the following are assets – Electronic Health Records, virtual care platforms, Qualtrics or other survey platform, Canvas or other learning management systems

• Ability to use video and web conferencing technologies e.g. Zoom, Microsoft Teams etc. for meetings.

• Ability to travel on occasion within the Lower Mainland to attend meetings as required.