Patient Programs Coordinator

University of British Columbia; Kelowna; On-site; CAD 59,000 - 85,000; Part time

Job summary

The University of British Columbia (UBC) is seeking a Patient Programs Coordinator to recruit, train and support SPs, VPs and CTAs for the Southern Medical Program. You will coordinate sessions, assist with OSCEs, and ensure quality program delivery across sites in the Southern Interior.

The role requires strong organizational skills, diplomacy and a commitment to equity, diversity and inclusion. It is a 6-month term, 0.75 FTE, prorated salary, based in Kelowna, BC.

Qualifications

• Minimum: University degree in a relevant discipline.
• Minimum of two years of related experience, or the equivalent combination of education and experience.
• Demonstrates commitment to equity, diversity, and inclusion.

Responsibilities

• Recruits, trains and supports Standardized Patients (SPs) and Volunteer Patients (VPs) for teaching and assessment.
• Coordinates SP/VP sessions, OSCEs and related teaching activities as directed by SMP managers.
• Provides general patient program support, maintains records and handles logistics for curriculum delivery.
• Collaborates with internal teams and external partners to ensure smooth delivery of patient programs activities.

Skills

Interpersonal skills

Diplomacy

Equity & inclusion

Education

University degree in a relevant discipline

Tools

MS Office Suite

SharePoint

Job description

Job Title: Patient Programs Coordinator

Job Category: M&P - AAPS

Job Profile: AAPS Salaried - Educational Programming, Level A

Job Family: Group Staff - Non Union

Department: UBCO | Year One and Two Program Support | Southern Medical Program | Faculty of Medicine

Compensation Range: $5,273.67 - $7,576.83 CAD Monthly

Job End Date: May 16, 2027

Posting End Date: October 25, 2026

Application Deadline: October 25, 2026 at 11:59 PM

Location: Kelowna BC

Term: 6-month

Contract Type: Part-time 0.75 FTE, Salary prorated

Please include a cover letter with your application.

Background

The Southern Medical Program (SMP) is one of four distributed Medical Undergraduate Degree Program (MDUP) sites within The University of British Columbia’s Faculty of Medicine. The expansion is a partnership involving three universities: The University of British Columbia (UBC), The University of Northern British Columbia (UNBC) and The University of Victoria (UVic). The SMP is an innovative collaboration between UBC and the Interior Health Authority (IHA) with a mandate to provide undergraduate medical education training to students throughout the Southern Interior of British Columbia. 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 centres, and family physician offices in 30 different communities.

Job Summary

This position recruits, trains and supports successful delivery of activities involving patient programs participants, including Standardized Patients (SPs), Volunteer Patients (VPs) and Clinical Teaching Assistants (CTAs), involved in teaching and assessment of medical students for the SMP. This position will require an individual who is comfortable in an atmosphere of ambiguity as systems and processes are regularly revised for quality improvement purposes.

Organizational Status

This position reports to the Years 1 and 2 Program Manager and receives direction from the Provincial MDUP Patient Programs Manager to support the comparable delivery of MDUP patient programs activities across the distributed sites. This position works closely and collaboratively with the patient program colleagues, program staff, clinical faculty, and clinical faculty leadership at the SMP. This position works collaboratively with patient programs staff at the MDUP distributed sites, and MDUP clinical faculty leadership to support effective communication and delivery of provincial MDUP curriculum and assessment involving patient programs participants. This position liaises with representatives of Interior Health (IH), partner institutions and representatives of other external organizations as required.

Work Performed

Volunteer Patients (VP) Program: Maintains an active VP pool and proactively recruits new VPs from diverse backgrounds. Interviews, selects, trains and evaluates individuals for the VP program, including both symptomatic and asymptomatic persons. Supports colleagues and program staff in the scheduling of VPs involved in curriculum delivery and student remediation as directed by managers and faculty leadership. Books and confirms appointments in accordance with program schedules and requirements of each session.

Standardized Patient (SP) Program: Coordinates requirements, responsibilities, and timelines for the delivery of curricular sessions requiring experiential student learning as portrayed by standardized patients. Collaborates with provincial and local staff and faculty on the development and use of teaching resources and plan for patient program participants. Recruits and trains SPs to simulate medical conditions and/or communication challenges for the teaching and assessment of medical learners. Works with managers and program staff to schedule SP involvement in curriculum delivery and student remediation as directed by SMP managers and faculty leadership. Books and confirms appointments in accordance with schedule blocks and requirements of each session. Works with managers, program staff and faculty leadership on Objective Structured Clinical Examinations (OSCEs): providing back-up support for all aspects of exam activities as required.

Clinical Teaching Associates (CTAs): Supports the recruitment, training and scheduling of Clinical Teaching Associates (CTAs) for sensitive examinations as required.

General Patient Program Support: Identifies opportunities and fosters engagement with community organizations to celebrate diversity, build on strengths found in differences and promote healthy, inclusive education, training and support through the Patient Programs’ activity. Participates in local and provincial meetings with the Patient Program team, contributing to a forum for communication, regular updates, and collaboration to support standardized delivery, monitoring of performance and training needs, and proposing quality improvement initiatives for Patient Progams involvement in curriculum and assessment activity. Maintains accurate and up-to-date records (including waivers and consent), file systems and processes ensuring all record keeping meets or exceeds UBC standards. Collaborates with the SMP Communications Manager to create and maintain promotional material relating to all aspects of the patient programs activity at the SMP. Supports the development of new initiatives. Coordinates recruitment, recognition and retention efforts for patient programs participants. Supports the correct and timely financial processing of all patient program activity in accordance with guidelines, policies and procedures. Provides program support to SMP colleagues during absences. Performs other related duties as necessary in keeping with the qualifications and requirements of the job.

Consequence of Error/Judgement

This position conducts interviews and training with program participants, which will require the ability to ask questions with tact and discretion. This position will have access to highly confidential case material and SP, VP and CTA personal/medical information and must be able to maintain confidentiality appropriately. Many of the projects undertaken by the SMP Patient Programs team are high-stakes examinations or challenging situations, requiring that good judgment be exercised in dealing with anxious individuals in a stressful setting. The position requires the ability to make decisions quickly and under stress. Inappropriate judgment in these situations can result in appeals by candidates or the invalidation of exam results.

Supervision Received

Reports to the Years 1 and 2 Program Manager and takes direction from the Provincial MDUP Patient Programs Manager. Autonomous in regular decision-making; unusual issues brought to the attention of the Program Manager or Course Directors as appropriate for direction, advice and collaboration. Provides guidance to administrative support staff regarding patient programs specific activity.

Supervision Given

None. Provides guidance to administrative support staff regarding patient programs specific activity.

Qualifications

• Minimum: University degree in a relevant discipline.
• Minimum of two 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 Experience as a Standardized Patient or a background in health care 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 decolonization and Truth and Reconciliation initiatives.
• Experience promoting healthy, gender inclusive education, training and support.
• Demonstrated strong independent problem-solving and organizational skills, especially in the delivery of examinations, events and projects.
• Demonstrated ability to work independently, relate to and work with people at all levels; ability to function collegially within a close team environment.
• Ability to exercise a high level of tact and discretion, sensitivity, empathy, project positive image and be diplomatic in stressful situations while maintaining confidentiality in dealing with patients, students and faculty.
• Demonstrated skills in verbal and written communication.
• Demonstrated ability to take initiative and to work under pressure to meet constant deadlines.
• Comfortable working in ambiguity, adaptable and invigorated by change.
• Intermediate to advanced user of MS Office Suite (Outlook, Word, Excel, PowerPoint, Access), SharePoint and web browsers.
• Demonstrated knowledge of file and records classification systems and processes.
• Demonstrated understanding of university institutional initiatives, and administrative policies and procedures.
• Comfortable learning new technologies.
• Flexibility regarding work hours and ability to work after regular hours and on weekends is required.

Equity and diversity

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority. If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at [e-mail].

Company culture

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?