Clinical Faculty and Operations Coordinator (term)

The University of British Columbia; Kelowna; On-site; CAD 43,000 - 50,000; Full time

Job summary

The University of British Columbia seeks a Clinical Faculty and Operations Coordinator (term) in Kelowna, BC. This leave replacement role supports medical education operations across FoM departments, coordinating faculty appointments, onboarding, and related records.

Reporting to the Manager of Administration and Operations, you will collaborate with HR, SMP leadership, and faculty to ensure accurate records, compliance, and smooth program administration in a dynamic, partly ambiguous

Qualifications

• High school graduation and two years of post-secondary education.
• Over four years of related experience or the equivalent.
• Knowledge of university policies and procedures is preferred.

Responsibilities

• Coordinate the CFA appointments, reappointments and promotions processes.
• Develop and maintain SMP onboarding/off-boarding for Clinical Faculty and Education activities.
• Ensure faculty and staff have necessary information and contacts and confirmed appointments.
• Provide guidance to SMP Program Coordinators, Program Managers and faculty leadership.
• Support HR documentation processing and collaboration with HR staff as it relates to CFA documentation.
• Assist with data extraction from SMP databases to generate reports for SMP leadership and RAD.
• Serve as SMP representative on working groups and liaise with external partners as needed.

Education

High school graduation and two years of post-secondary education

Over four years of related experience

Tools

Microsoft Office

SharePoint

MS Teams

Word

Excel

PowerPoint

Outlook

Web browsers

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

Job End Date: March 19, 2027

This position is a leave replacement for a fixed term duration. The position is based in Kelowna BC and 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 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 departments’ administrative contacts to draft and complete documentation for the adjunct appointment and renewal process.
• Maintains an awareness of physicians involved in the SMP and communicates questions and concerns to the Regional Associate Dean, Interior.
• Works in collaboration with the relevant departments’ administrative contacts to support and onboard new members to the Administrative Class of licensing, College of Physicians & Surgeons of BC (CPSBC).
• Liaises directly with potential Admin Class licensees and apprises them of the CPSBC & CMPA (Canadian Medical Protective Organization) requirements.
• For example, the required documentation, specification details, fees, annual Professional Development (PD) requirements and contact information of individual at the CPSBC.
• Confirms support from the Regional Associate Dean.
• Liaises between individuals and FoM Departments & Dean’s office to support the annual Professional Development (PD) requirements for SMP Admin Class licensees; providing information and options regarding PD opportunities for individuals as required to ensure compliance.
• Acts as the liaison between the CPSBC and SMP in matters relating to SMP Admin Class applicants.
• Operations Coordination Holds required security roles and/or delegate status to initiate and track progress / completion of transactions, follow up as required and resolves errors within UBC systems (for example: Workday).
• Coordinates with hiring managers to support full-cycle staff HR business processes in compliance within the UBC systems and policies.
• Supports expense reimbursement processes and travel arrangements as required.
• Provides training and advises on systems and policies for program staff.
• Maintains comprehensive knowledge of relevant platforms, policies and procedures and effectively resolves issues.
• Provides backup support for Finance team members as required.
• General admin support Liaises closely with distributed Faculty of Medicine colleagues to ensure consistency of process with respect to province wide initiatives.
• Maintains a thorough knowledge of relevant University Policies and Procedures.
• Oversees and maintains the accurate and up-to-date records management system for relevant documentation.
• Participates in Objective Structured Clinical Examinations (OSCEs) for Years 1 through 4 of the SMP and invigilating examinations as required.
• Provides reception relief at the Reichwald Health Sciences Centre (RHS) as needed.
• Provides support to the Manager, Administration and Operations on specific projects in alignment with the operational direction of the unit.
• Performs other related duties as necessary in keeping with the qualifications and requirements of the job.

Consequence of Error/Judgement

Providing accurate information in a timely manner enhances the effective and efficient operation of the SMP. Many of this position’s duties are extremely time sensitive and require appropriate planning, monitoring and follow-up to meet the various deadlines. If deadlines are not met and documents are not prepared in an accurate and timely manner, the recruitment, appointment, salary payment and promotion of clinical faculty can be delayed or otherwise negatively affected, creating hardship for faculty and embarrassment for the FoM SMP. Accuracy and attention to detail is essential to avoid errors that impact appointments and pay that create unnecessary work at various units to correct. Duties require a high level of confidentiality and are often complex. Requires judgment, tact, discretion and initiative to an outstanding degree. Exercises diplomacy, judgment and initiative in handling matters of a non-routine nature requiring the interpretation of University, Faculty and Departmental guidelines, procedures and policies. May develop new methods and procedures to deal with problems. Unusual issues brought to the attention of the Manager, Administration and Operations.

Supervision Received

This position works independently and reports directly to Manager, Administration and Operations. Liaises with the Regional Associate Dean. Performs familiar duties independently and in accordance with established procedures. Keeps Administrative Director apprised of the status of clinical faculty and leadership appointments with reference to new or complex problems.

Supervision Given

This position is responsible for training, delegating, and overseeing the work of any temporary or new administrative staff and provides direction to faculty, staff and students on administrative requirements for operations processes.

Education / Work Experience

• High school graduation and two years of post-secondary education.
• Over four years of related experience or the equivalent combination of education and experience.
• An understanding of the university and/or health authority environments is preferred.
• Knowledge of UBC Policies and procedures and familiarity with systems is preferred.
• Previous experience in an undergraduate medical program or related medical education experience is an asset.

Core Competencies and Criteria

• 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.
• Comfortable working within ambiguity, invigorated by change, often requiring immediate response or action in a high-stakes environment.
• Superior skills in verbal and written communication; ability to compose correspondence, reports, and other written materials using clear, concise business English.
• Superior knowledge of file and records classification systems and processes.
• Comfortable learning new technologies.
• Must have intermediate or advanced skills in Microsoft Office programs, including: Word, Excel, PowerPoint and Outlook, as well as Sharepoint, MS Teams and web browsers.
• Ability to exercise high level of tact and discretion, project positive image and be diplomatic in stressful situations while maintaining confidentiality in dealing with faculty, staff, and students.
• Attention to high level detail required.
• Demonstrated ability to prioritize work, multi-task, work under pressure and meet deadlines.
• Good understanding of the University institutional initiatives, and administrative policies and procedures.
• Ability to work independently, but also function collegially within a close team-working environment.
• Ability to work after regular hours and weekends as required.
• Ability to travel between RHS and Clinical Academic Campus (CAC) sites as needed.

University and Equity Statements

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 f…