Senior Program Coordinator, Kelowna Site FP PGME

University of British Columbia - Staff; Kelowna; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading university is seeking a Senior Program Coordinator for its Kelowna Site to provide comprehensive administrative support for the Family Practice Postgraduate Medical Education Program. The role involves coordinating educational experiences, managing schedules, and ensuring compliance with program requirements. Ideal candidates will have strong organizational and interpersonal skills, along with a commitment to fostering a diverse and inclusive environment.

Qualifications

• Over four years' experience in a related field.
• Experience in a medical education program is an asset.
• Ability to work in a collaborative team environment.

Responsibilities

• Provide administrative support for the DFP PGME program at the Kelowna Site.
• Coordinate resident academic and clinical experiences.
• Manage clinical scheduling and finance tasks.

Skills

Organizational skills

Interpersonal skills

Problem-solving skills

Communication skills

Education

High School graduation

Two years post-secondary education

Tools

MS Office Suite

Job description

Staff - Union

Job Category BCGEU Okanagan Support Staff Job ProfileBCGEU OK Salaried - Support Services Coordinator I Job Title Senior Program Coordinator, Kelowna Site FP PGME Department UBCO | Interior Support Staff | Medical Undergraduate | Faculty of Medicine Compensation Range $5,202.00 - $5,963.00 CAD Monthly Posting End Date June 1, 2025

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

Job End Date

Please include a cover letter with your application.

This position is based at the Clinical Academic Campus (CAC) at Kelowna General Hospital (KGH).

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.

Background:

The Faculty of Medicine (FoM) delivers Undergraduate Medical Education and Postgraduate Medical Education (PGME) in Family Practice and over 74 Royal College specialty and subspecialty programs. Through the Interior region, Medical Education training occurs in collaboration with Interior Health across five primary education sites: Kelowna General Hospital; Vernon Jubilee Hospital; Royal Inland Hospital; Penticton Regional Hospital; and Kootenay Boundary Regional Hospital in addition to regional and community hospitals, community health centers, and family physician offices in 30 different communities.

The Department of Family Practice Postgraduate Medical Education (DFP PGME) Program is the largest and most geographically distributed and diverse residency training program at UBC Faculty of Medicine, and within Canada. Within the Interior Health region, there are seven family practice sites; the Kelowna Rural and Regional streams operate from the Clinical Academic Campus at KGH. The Rural Kelowna stream is a distributed training model with residents based across British Columbia in their second year, while the Regional stream is locally based in Kelowna and the neighboring communities.

The Southern Medical Program (SMP) is one of four distributed Medical Undergraduate Programs (MDUP) within the University of British Columbia’s Faculty of Medicine. The program is delivered in partnership with the University of British Columbia (UBC), the University of Northern British Columbia (UNBC) and the University of Victoria (UVic) and in close collaboration with the Interior Health Authority (IH).

JOB SUMMARY

The Senior Program Coordinator provides diversified and complex administrative support for the Department of Family Practice Postgraduate Medical Education Program (DFP PGME) activities at the Kelowna Site. The Senior Program Coordinator is responsible for implementing decisions on program deliverables, quality improvement initiatives, and core operational functions of the program delivery: the Senior Program Coordinator will coordinate the resident academic and clinical experiences, implement procedures and processes, facilitate faculty leadership initiatives, and be a resource person for learners, faculty and preceptors in the Kelowna site.

Administrative staff in the DFP PGME program are expected and required to have an extensive understanding of programmatic, site, and Faculty of Medicine (FOM) policies and procedures. Additionally, the Senior Program Coordinator is expected to develop a large network of relationships with members within the Health Authorities, Hospital Departments, UBC units, and Faculty of Medicine Undergraduate and Postgraduate Offices.

ORGANIZATIONAL STATUS

This position reports to the Manager, Postgraduate Medical Education (PGME) Interior. The Senior Program Coordinator will also receive direction from the Kelowna FPPG Site Director(s), the Department of Family Practice (DFP) administrative and faculty leaders, and the DFP PGME central administration team.

The Senior Program Coordinator will work closely with Faculty and Administrative Leadership, Program Managers and Administrators, Clinical Faculty, and Interior Health Administrators, and interacts with the FoM PGME office and Faculty Development offices, residents, medical students, clinical faculty, as well as external organizations such as The College of Physicians and Surgeons of British Columbia, and Resident Doctors of BC.

WORK PERFORMED

The Senior Program Coordinator implements DFP PGME program deliverables, initiatives, and any resulting changes in curriculum or procedures; ensuring learning goals and objectives are clear to learners, site faculty, and preceptor. Duties include but are not limited to:

Clinical Scheduling:

• Coordinates with clinical faculty, specialty departments, community health providers, and other partners to ensure resident education and training needs are meeting DFP PGME program requirements.

• Works with the Site Director to support the assignment and recruitment of preceptors for DFP PGME training.

• Develops, in consultation with the site director and/or site faculty leaders, resident schedules and unique learning plans; facilitates the placement of electives; ensures rotation learning objectives are up to date; collaborates with clinics, and hospitals to establish and secure placements.

• Works with program staff to maintain, update, communicate, and disseminate schedules and documents: triages scheduling issues on behalf of preceptor and residents; ensures resident and preceptor data are current in the online scheduling system (One45 and CPMS).

• Facilitates and monitors clinical faculty appointments to ensure preceptors are approved to teach.

Finance:

• Prepares and submits site budget to DFP PGME central office and the Department; processes and reconciles site expenses; identifies and explains discrepancies; identifies and brings forward educational needs to the site director and the DFP PGME central team through consultation with and under direction from the DFP PGME Program central team and site director.

• Responsible for approving resident activity funds reimbursements, ensuring residents and faculty adhere to the dept and FoM resident activity funds guidelines.

• Tracks and submits academic teaching payments using TTPs.

• Prepares and complies quarterly and year-end financial reports to submit to the DFP PGME central office and Department; acts as the first point of contact for inquiries related to site spending; provides regular finance updates to site director, manager, DFP PGME central team, and Department.

Assessment & Evaluation:

• Works with the site faculty responsible for Assessment and Evaluation in the development of a system of appraisal for residents and teachers.

• Organizes and participates in practice exam activities; examples include: Simulated Office Oral (SOOs) exams; Short-Answer Management Problems (SAMPs) and Objective Structured Clinical Examination (OSCEs).

• Maintains the administrative portion of the web-based evaluation system; ensures documentation such as individual academic records; periodic reviews; teacher assessments and rotation evaluations, are completed, updated, and processed to meet the program deliverables and requirements.

• Ensures the accurate tracking of any issues, triaging and escalating unusual issues to the Site Director or other leadership as relevant.

• Supports the Site Level Competency Committee meetings

Resident Support:

• Works with the Site Director(s) and administrative colleagues in the planning of an orientation program for new residents, responsible for the organization and implementation of all introductory lectures and courses during the orientation process.

• Collaborates and works closely with Interior admin staff, to ensure that residents have hospital privileges as required for completing electives in hospitals. This includes proper notification to all licensing bodies and postgraduate offices for electives outside B.C.

Resident Selection:

• Supports the resident’s selection process, works closely with and takes directions from the DFP PGME Program to ensure site-specific processes and procedures are aligned with the DFP PGME Program framework and its guiding principle, processes, and procedures are followed.

• Actively participates in the resident selection process, with responsibilities including but not limited to developing resident selection criteria and scoring at the site level, collaborating with the DFP program and site director on creating and disseminating promotional materials; and organizing events with community partners.

• In consultation with the site director and program faculty, plan site residency training-related events and activities such as faculty development sessions, workshops, meetings, resident research trial runs, community preceptor retreats, faculty appreciation dinners; and any other related events and meetings as required.

• Coordinates with the DFP PGME central team, FoM PGME, and the College of Family Physicians of Canada to facilitate accreditation activities and documentation; ensures appropriate records and data on all current and previous trainees within the program are maintained following the department, FoM PGME, and University best practices.

• Acts as a resource person for prospective residents, community preceptors and clinical faculty, hospital administrators, various UBC Departments, and the public for the site; ensures preceptors and hospital administrators are aware of DFP PGME Program requirements.

• Liaises with the DFP PGME central team and acts as a linkage between DFP PGME Program, Kelowna Site members, clinical departments, residents, PGME, SMP, and other units as required in the interest of the DFP PGME Program delivery.

• In consultation with the DFP PGME central team, works with the site manager to streamline processes and procedures, keeping up to date on program-related processes and deadlines.

• Prepares summaries and reports on an as-needed basis for the site director, program director, manager, DFP PGME central team, department, and FoM PGME office

• Attends and participates in department, site, and FoM PGME meetings as required.

• Performs other related duties as required

CONSEQUENCE OF ERROR

This position will be working in a high-performing team environment, they will contribute in problem-solving and finding solutions to issues. The incumbent must be able to work independently and set priorities. The position will require the ability to make decisions quickly and under stress in a clinical education environment. This position handles inquiries that can be urgent, contentious, and/or sensitive in nature. A high degree of confidentiality is required.

It is imperative that effective partnerships and relationships are built within the various clinical communities. Error in judgment, or ineffective communication, may lead to damaged relationships within the community, or with the rotation and program, or loss of preceptors for the program and could have immediate repercussions for the learners and hospital staff, and on medical education program delivery.

SUPERVISION RECEIVED

This position reports to the Manager, Postgraduate Medical Education (PGME) Interior. The incumbent will also receive direction from the Kelowna FPPG Site Director(s), and the Department of Family Practice administrative and faculty leaders.

The incumbent is expected to work with minimal level of direction and supervision with a high level of accuracy. This position is expected to be able to take initiative, apply a high level of detail, exercise judgement, problem-solve and troubleshoot, apply discretion to determine course of action and delegate workflow with administrative colleagues. Unusual issues, or decisions where clear procedures are not available, will be directed to the relevant manager, Site Director, or Faculty Lead as appropriate for direction, advice and collaboration.

SUPERVISION GIVEN

Provides direction, oversees work and training of site DFP administrative staff members. Provides input to performance reviews relating to these staff.

QUALIFICATIONS

• High School graduation and two years post-secondary secondary education. Over four (4) years' experience or the equivalent combination of education and experience.

• Previous experience in a medical education program or related experience an asset.

• Experience with working in a collaborative, team environment.

• Excellent organizational skills including setting priorities and managing multiple tasks is a requirement.

• 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;

• Demonstrated interpersonal and diplomacy skills, as well as demonstrated ability to develop effective working relationships with community members, staff, faculty and learners;

• Familiarity with MS Office Suite required, as well as comfort navigating a variety of administrative web-based systems.

• Experience with planning events a requirement

• Must have excellent problem-solving skills, and the ability to navigate the changing landscape of medical education.

• Ability to take initiative, determine course of action and then follow through independently.

• Ability to communicate effectively, both verbally and in writing.

• Works independently and productively in a hybrid and distributed work environment.

• Role requires flexibility to assist with special events outside of normal working hours.