Program Administrator, Strathcona

University of Victoria; Victoria; Hybrid; CAD 52,000 - 68,000; Full time

Benefits offered by this job

Hybrid work arrangement

Job summary

UBC Faculty of Medicine seeks a Program Administrator to support undergraduate ICC and Postgraduate Family Practice training sites at the Strathcona teaching site (Comox/Campbell River). The role involves complex scheduling, learner assessment, payments, and creating program documentation.

Based at UBC/IMP Affiliated Regional Centers on the North Island (Comox Valley and Campbell River), travel between sites is required. After probation, a hybrid remote work arrangement is offered.

Qualifications

• 3 years of experience in a comparable administrative environment.
• Ability to interpret policies and procedures.
• Experience with calendars, meetings, and travel planning.
• Experience with curricular scheduling/administration and events.
• Experience handling confidential information.

Responsibilities

• Provide administrative support for ICC and Postgraduate Family Practice training sites.
• Manage complex scheduling and learner assessments.
• Prepare program documentation and learning materials.
• Coordinate recruitment of preceptors and payments.
• Support Family Practice Manager, Strathcona, as needed.

Skills

Excellent scheduling

Strong communication

Library/MS Office proficiency

Cross-functional collaboration

Independent thinking/analysis

Time management

Tools

One45 scheduling

Scheduling software

MS Office Suite

Web conferencing tools

Job description

The UBC Faculty of Medicine provides medical 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 administrative coordination between undergraduate and postgraduate medical education is required for the delivery of the Integrated Community Clerkship Program (ICC), and the Postgraduate Family Practice Program.

The primary function of this role is to provide administrative support for the planning and delivery of the undergraduate Integrated Community Clerkship (ICC) and Postgraduate Family Practice (RFP) training sites in the Strathcona teaching site (Comox/Campbell River). Responsibilities include significant complex scheduling, learner assessment, teaching payments, preparing program documentation, learning materials, and recruitment of preceptors. The incumbent also takes direction from and provides support to the Family Practice Manager, Strathcona.

The Program Administrator will be working in an environment of continuous change and evolution, necessitating the development of new systems and procedures where none previously existed. This role interacts extensively with undergraduate medical students, postgraduate residents, administrative and faculty leadership (UG & PG), ICC administrators, family practice administrators and specialty physicians and hospital staff.

The incumbent will be located at the UBC/IMP Affiliated Regional Centers located in the North Island Comox Valley and Campbell River Hospitals. This role requires travel between sites, flexibility regarding work hours, and the ability to work after regular hours is required.

After successfully completing probation, this position offers a hybrid remote work arrangement.

Experience

This position requires a level of education, training, and experience equivalent to 3 years of experience working within a comparable environment.

Knowledge/Skills/Abilities

• Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.


• Ability to prioritize and manage time/tasks with attention to detail.


• Ability to problem solve by using judgement, independent thinking and/or analysis.


• Ability to interpret policies and procedures.


• Ability to communicate effectively with individuals from diverse backgrounds and tailor communication style for different audiences and situations.


• Experience composing various business communications such as emails, memos, and reports.


• Experience scheduling meetings and calendar coordination.


• Experience in maintaining confidential and sensitive information.


• Ability to build and maintain positive working relationships.


• Experience with curricular scheduling/administration and planning events/projects.


• Ability to work independently, within a team environment and with cross-functional, inter- institutional teams.


• Ability to effectively use MS Office Suite at an intermediate level, (Word, Excel, Access, PowerPoint), web browsers, MS Outlook, survey tools.


• Flexibility working in high-paced environments.


• Comfortable learning new technologies and experience with audiovisual/videoconference equipment.

Specialized Knowledge/Education

• 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.