Clinical Faculty and Operations Coordinator (term)

ubc; Kelowna; On-site; CAD 64,000 - 74,000; Full time

Job summary

UBC in Kelowna is seeking a Clinical Faculty and Operations Coordinator (term) to coordinate the CFA process and support medical education in the Interior region. You will liaise with clinical faculty, staff, and administrators, ensuring records are complete and compliant with university policies.

The role involves communicating across FoM departments, supporting onboarding/offboarding, and working with HR to process CFA documentation and renewals.

Responsibilities

• Coordinates appointment, reappointment, and promotions for Clinical Faculty Appointments (CFA).
• Supports on-boarding/off-boarding for UBC Clinical Faculty in the Interior region.
• Provides front line support to SMP Program Coordinators, Managers, and faculty leadership.

Job description

Staff - Union

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Hourly - Support Services Assistant 4

Job Title

Clinical Faculty and Operations Coordinator (term)

Department

UBCO | Administration and Operations | Southern Medical Program | Faculty of Medicine

Compensation Range

$30.96 - $35.51 CAD Hourly

Posting End Date

September 7, 2026

Job End Date

March 19, 2027

This is a leave replacement for a fixed term duration.

This position is based in Kelowna BC.

This is a 6-month leave replacement at 1.0 FTE.

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 Description Summary

This position plays a crucial role in coordinating operations and maintaining effective working relationships with clinical faculty, staff and administrators in FoM Departments & Schools, as well as Human Resources, and Clinical Faculty Affairs to support medical education in the Interior region. To effectively perform these tasks, this position must be able to clearly communicate with internal and external members, maintain complete and accurate records, and ensure compliance with existing university policies.

The program is involved in continuous quality improvement and therefore duties may be added or removed as operational requirements are developed and refined. This position will require an individual who is comfortable in an atmosphere of ambiguity while systems and processes are revised and implemented.

Organizational Status

Reports to the Manager, Administration and Operations. Communicates and works effectively with faculty, staff and students, individuals and departments throughout the University of British Columbia Vancouver and Okanagan campuses and its communities, as well as with IH representatives. Liaises with representatives of other external organizations as required

Work Performed

• Coordinates the appointment, reappointment, and promotions process for Clinical Faculty Appointments (CFA)
• Contributes to the development, implementation and maintenance of the SMP on-boarding/off-boarding process for UBC Clinical Faculty and individuals teaching medical education activities in the Interior region.
• Ensures all teachers/preceptors in the SMP have the relevant information and Faculty of Medicine contacts and have a confirmed appointment.
• Provides front line support and guidance to SMP Program Coordinators, SMP Program Managers and SMP faculty leadership as well as individual clinical faculty members, regarding the interpretation of the Faculty of Medicine Policy on Clinical Faculty Appointments.
• Works in collaboration with HR Administrative Assistants as it relates to the processing of all required CFA documentation in their Faculty of Medicine departmental portfolios.
• Provides guidance and assistance to SMP Preceptors seeking promotions in conjunction with HR administrative staff for each FoM Department.
• Works closely with the SMP Finance Team to determine eligibility for payment according to FoM compensation terms.
• Responsible for the extraction of data from SMP clinical faculty database and UBC systems to create reports as requested for use by the Regional Associate Dean (RAD) and SMP Leadership, to assist with ongoing Clinical Faculty recruitment.
• This position serves as SMP representative on working groups and task forces as required and is the primary contact for Clinical Faculty.
• Provides support regarding Clinical Faculty leadership and Education Leads (ex: Discipline Specific Site Leads (DSSLs))
• Supports the appointment and reappointment process for clinical faculty members with additional administrative roles in conjunction with HR administrative staff for each FoM department.
• Works closely with the SMP Finance Team to ensure all contracts and appointments are processed according to FoM guidelines. Referring complex cases to the Manager, Administration and Operations - Tracks anniversary dates of clinical faculty and faculty leadership appointments in the SMP and bringing renewals and anniversaries to the attention of the Administrative Director.
• Ensures SMP Faculty Leaders are aware of their responsibilities with respect to the recruitment process as it relates to Work Permits, accreditation standards and payment eligibility for preceptors.
• Ensures Freedom of Information and Protection of Privacy Act (FIPPA) is adhered to in regards to personnel files and other departmental documentation and records.
• Support for non-CFA appointments and re-appointments
• Works in collaboration with the Vice Dean Education (VDE) office and/or the relevant departm