Family Practice Postgraduate Program Administrator

University of Victoria; Victoria; Hybrid; CAD 63,000 - 67,000; Full time

Job summary

University of Victoria is recruiting a Family Practice Postgraduate Program Administrator to support the Island Medical Program and the Victoria Family Practice Residency. The role reports to the Regional Administrative Manager and collaborates with residents, students, faculty and physicians across sites.

The position emphasizes scheduling, financial processing, and coordination of electives, with hybrid work options and a strong focus on accuracy, confidentiality, and service excellence in a

Qualifications

• This position requires a minimum of three (3) years of recent experience in a similar position.
• Experience in post-secondary or institutional environments is preferred.
• Strong scheduling/administration and event planning experience.

Responsibilities

• Coordinate clinical electives in Victoria across disciplines.
• Schedule FP residents from Victoria and distributed sites.
• Handle financial processing including resident reimbursements and tracking expenses.
• Track clinical teaching payments for electives.
• Provide first-line support for resident learners.
• Maintain confidentiality and professional discretion.

Skills

Scheduling/Administration

Interpersonal skills

Communication

Organizational skills

Problem solving

Attention to detail

Multitasking

Discretion & tact

Confidentiality

Adaptability

Tech-savviness (AV/Videoconference)

Medical terminology knowledge

One45

Tools

One45

Job description

Family Practice Postgraduate Program Administrator - (990831.1)

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Organizational Unit

University of Victoria -> Island Medical Program

Location

University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)

Posting Close Date

22 September 2026

Please note that positions will close at 4 p.m. on the closing date.

FTE

1.0

Salary Grade

$5,244.00 - $5,583.00

Additional Posting Information:

N/A

Salary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable.

Classification

Hours of Work

Monday to Friday, 8:30 am - 4:30 pm

Employee Group:

CUPE 951 - Regular

# of Hires Needed

1

Category

Administrative and Support Services

About this Opportunity

The University of Victoria is one of Victoria's largest employers and one of Canada’s best diversity employers. Together we are more than 5,000 dedicated faculty, librarians and staff supporting the University of Victoria’s diverse academic programs, world-class research and commitment to civic engagement.

**Note, this position is located at Royal Jubilee Hospital**

*This position is eligible for a hybrid flex arrangement*

Job Summary

The Island Medical Program (as part of the University of British Columbia’s Faculty of Medicine distributed medical education program) is delivered in collaboration with the University of Victoria, provides medical education training to more than 3,400 undergraduate, graduate, and postgraduate learners. The educational programs span multiple training sites and are distributed to clinical academic campuses and affiliated regional centers across the province. With the increasing number of learners on Vancouver Island, enhanced coordination between the undergraduate and the postgraduate administrative offices is required. A Regional Administrative Office (RAO) has been established to facilitate all medical education activities on Vancouver Island, and to ensure an efficient use of resources.

Reporting to the Regional Administrative Manager the position will work closely with and take direction from the Site Manager of the Victoria Family Practice Residency Program. This position works closely with the Residents, Students, Faculty and Physicians associated with the UBC Department of Family Medicine program – Victoria Site and the Island Medical Program. The Family Practice Postgraduate Program (FPPG) Administrator is responsible for first-line support for resident learners. The incumbent will be responsible for coordinating clinical electives in Victoria across disciplines. Scheduling will be provided for Victoria FP residents and for FP residents from our other distributed sites. The FPPG Administrator will be responsible for a variety of financial processing functions such as resident reimbursements, submitting and tracking faculty or operational expenses. Additionally, the incumbent will track clinical teaching payments for electives. The FPPG Administrator works in an environment which demands accountability, responsibility, accuracy and confidentiality as well as independent decision- making, the ability to develop processes and to schedule priorities.

This role requires occasional travel between sites, flexibility regarding work hours, and the ability to work after regular hours is required.

Job Requirements

Experience:

This position requires a minimum of three (3) years of recent experience in a similar position, preferably in a post-secondary or institutional environment or an equivalent combination of education, training, and experience.

Knowledge/Skills/Abilities:

• Experience with curricular scheduling/administration and planning events/projects.
• Ability to work independently, within a team environment and with cross-functional, inter-institutional teams.
• Demonstrated strong interpersonal, planning, independent problem-solving and organizational skills.
• Superior skills in verbal and written communication.
• High level attention to detail.
• Demonstrated ability to take initiative, multitask, and work under pressure to meet constant deadlines.
• Ability to exercise high level of tact, discretion and diplomacy, and project positive image especially in stressful
• situations.
• Ability to maintain confidentiality in dealing with information, patients, students and faculty.
• Flexibility working in high-paced environments; invigorated by change.
• Comfortable learning new technologies and experience with audiovisual/videoconference equipment.
• Knowledge of hospital/health authority structure and functioning and a demonstrated understanding of medical terminology is an asset.
• Solid knowledge of database principles and functionality is an asset.
• Experience with One45, or other web-based scheduling, is an asset.
• Broad knowledge of UBC Faculty of Medicine Postgraduate and Undergraduate curriculum and good understanding of University administrative processes is an asset.

Territory Acknowledgement: We acknowledge and respect the Lək̓ʷəŋən (Songhees and Xʷsepsəm/Esquimalt) Peoples on whose territory the university stands, and the Lək̓ʷəŋən and WSÁNEĆ Peoples whose historical relationships with the land continue to this day.

Equity Statement: UVic is committed to upholding the values of equity, diversity, inclusion and human rights in our living, learning and work environments. In pursuit of our values, we seek members who are eager to actively participate in that shared responsibility. We actively encourage applications from members of historically and systemically marginalized groups .

Accessibility Statement: If you anticipate needing accommodations for any part of the application and hiring process contact: [e-mail] Any personal information provided will be maintained in confidence.

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