Program Administrator, Family Practice, Volunteer Patient Program

University of Victoria; Victoria; On-site; CAD 50,000 - 70,000; Full time

Job summary

The University of Victoria is seeking a Program Administrator for the Island Medical Program. This position involves coordinating and implementing the curriculum for Family Practice Years 1 & 2, including liaising with various stakeholders. Ideal candidates will have strong organizational and communication skills alongside a minimum of three years' experience in an administrative role.

Qualifications

• Minimum of 3 years experience in a similar position, preferably in a post-secondary environment.
• Ability to work independently and collaboratively with teams.
• Superior verbal and written communication skills.

Responsibilities

• Coordinate, implement, and deliver Family Practice Years 1 & 2 curriculum.
• Schedule and organize curricular components like the First Patient Program.
• Liaise with students, faculty, and staff to support the curriculum.

Skills

Interpersonal skills

Planning

Problem-solving

Organizational skills

Communication

Attention to detail

Multitasking

Confidentiality

Flexibility

Education

Secondary school graduation or equivalent

Tools

Microsoft Office

Excel

PowerPoint

Sharepoint

Filemaker Pro

Zoom

Job description

The Island Medical Program (IMP) is one of UBC’s 4 distributed medical undergraduate education programs (MDUP) in the province and was developed in 2004 as part of the unique provincial plan to increase the number of physicians in British Columbia and to encourage them to establish their practices in under-served areas of the province. The program is a partnership with UBC, UVic and Island Health and IMP students at UVic and Clinical Academic Campuses are connected to their counterparts via state of the art videoconferencing and educational technologies. The MDUP recently underwent a complete 4-year curriculum renewal that was completed in May 2019.

The Program Administrator is responsible for the administrative process related to the coordination, implementation and delivery of Family Practice Years 1 & 2 including the First Patient Program, and provides secretarial support to the Curriculum Manager, Patient Programs Coordinator and Family Practice Site Director. The Program Administrator will provide a variety of administrative and secretarial tasks in support of the unit’s efforts and activities. This includes scheduling, organization, implementation and ongoing development of curricular components such as the First Patient Program and Family Practice. This position liaises with students, patients, health care providers and medical office assistants and works collaboratively with local and provincial faculty, course directors, program managers, and staff to ensure the curriculum best supports students’ learning while meeting accreditation requirements.

The incumbent is responsible for reviewing and maintaining inventory levels and equipment, and ensuring space is prepared for the Family Practice sessions.

The Program Administrator is primarily located at the Clinical Academic Campus Royal Jubilee Hospital site. The position reports to the Curriculum Manager, Year 1 & 2, and works collaboratively with the Family Practice Site Director, Patient Programs Coordinator and other program staff. The incumbent also liaises with faculty and staff at the UBC Faculty of Medicine Vancouver-Fraser (VFMP), Northern (NMP) and Southern Medical Program (SMP) sites, as well as Island Health and UVic.

In order to provide effective and efficient support of the unit and all of its activities, this position is occasionally required to work varied hours, including operational hours and beyond, to lunch hour, evenings and weekends in support of unit activities and peak periods. The Administrator will be required to work at any of the program’s Victoria locations as needed.

This position will provide coverage in other areas during periods of leave and absence and will be expected to assist with other duties as required.

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

• 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.
• Flexibility working in high-paced environments with frequent changes.
• Comfortable learning new technologies and experience with audiovisual/videoconference equipment.
• High level attention to detail and accuracy.
• 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.
• Ability to read and interpret documents such as rules, equipment and software operating and maintenance instructions and procedure manuals.
• Proficient with Microsoft Office, Excel, PowerPoint, Sharepoint and Filemaker Pro, or equivalent and other software and audiovisual teaching equipment such as Zoom, Piazza or online survey tools.
• Proficient in English language skills.
  
  

Assets/preferences

• Experience using and assisting others to use audiovisual equipment is an asset.
• Experience with curricular scheduling/administration and planning events/projects is an asset.
• Broad knowledge of UBC Faculty of Medicine Undergraduate curriculum and good understanding of university administrative processes is an asset.
• Experience with web-based scheduling is an asset.
• Experience working in a University and/or a health care setting is an asset.
• 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.
  
  

Specialized Knowledge/Education

Secondary school graduation or equivalent.