Site Program Coordinator, Cranbrook

University of British Columbia - Staff; United States; Remote; USD 60,000 - 80,000; Full time

Job summary

An established industry player in medical education is seeking a Site Program Coordinator to oversee administrative functions for the Medical Undergraduate Program. This dynamic role involves managing student placements, fostering relationships with healthcare professionals, and ensuring compliance with accreditation standards. The ideal candidate will thrive in a collaborative environment, demonstrating strong organizational skills and the ability to adapt to evolving processes. Join a forward-thinking institution that values diversity and innovation in education, and make a significant impact in the medical community.

Qualifications

• Experience in administrative program support within a university or healthcare setting.
• Ability to communicate effectively and develop relationships with diverse groups.

Responsibilities

• Oversee student placements and manage schedules for medical rotations.
• Develop and maintain records for medical undergraduate learners.

Skills

Administrative Support

Interpersonal Communication

Problem-Solving

Organizational Skills

Team Collaboration

Conflict Resolution

Adaptability

Education

High School Graduation

Post-Secondary Education (2 years)

Tools

Microsoft Office Suite

MS Teams

SharePoint Online

Job description

Job Title

Site Program Coordinator, Cranbrook

Department

UBCO | Year Three and Four Program Support | Southern Medical Program | Faculty of Medicine

Staff - Union

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Salaried - Support Services Coordinator I

Job Title

Site Program Coordinator, Cranbrook

Department

UBCO | Year Three and Four Program Support | Southern Medical Program | Faculty of Medicine

Compensation Range

$5,202.00 - $5,963.00 CAD Monthly

Posting End Date

May 19, 2025

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

Job End Date

Location--East Kootenay Regional Hospital, Cranbrook

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.

Job Summary

This position provides administrative oversight of year three (3) and four (4) Medical Undergraduate Program (MDUP) activity and supports Post-Graduate Medical Education (PGME) Royal College programs at the local regional hospital and community sites. This position creates and maintains collaborative administration processes for UG and PG programs in the region is an important aspect of this position. This position is one of the first UBC Faculty of Medicine points of contact and representative at the Regional site, therefore initiating and maintaining strong relationships through the medical community is important.

This position is in a state of evolution whereby duties may be modified, systems and procedures will need to be developed as operational requirements and capacity of learners increases. This position will require an individual who is comfortable in an atmosphere of ambiguity while systems and processes are being established.

Organizational Status

This position reports directly to the SMP Clinical Education Program Manager and will work closely and effectively with UG and PG Site Directors and Administrators, Education Leads, Clinical Faculty, Program Coordinators the Assessment and Evaluation Administrator and IH administrators. This position interacts independently with: medical students and residents, clinical faculty and staff, medical office assistants and hospital administrators throughout the Interior Health Authority; as well as UBC Undergraduate and Postgraduate departments in the Faculty of Medicine; and, other healthcare professionals.

Work Performed

Provides Program Administration of the Medical Undergraduate Program (MDUP):

• Develops, and manages student placements and schedules for the mandatory rotations and electives at the relevant site in collaboration with the PGME Family Practice site coordinator(s).
• Gathers, collates and analyzes information on rotations/electives, including community and practice profiles, availability, and local contact information.
• Develops and maintains confidential records and data on MDUP learners at the relevant site.
• Creates and maintains relevant content on the on-line learning platforms related to SMP Year 3/4 rotations/electives in the region (currently these are MedNET and Entrada).
• Monitors performance of the placement experience and, along with the Faculty Lead and Clinical Education Program Manager, ensures that the delivery of the rotation/elective meets program objectives and expectations.
• Liaises with Faculty Leads and Year 3/4 Clinical Education Program Manager regarding any student, preceptor, or health authority issues that may arise during the student placements and supports the resolution in consultation with faculty leadership. In collaboration with SMP Student Affairs, allocates support for students with issues or concerns they may have during their placements to support their academic well-being.
• Implements planning and policy development related to Year 3/4 clinical education and overall program priorities, including faculty development.
• Supports recruitment mandates and submits the relevant on-boarding documentation.
• Works with distributed staff/faculty to develop, deliver and manage implementation and access of critical Academic Sessions content using both local and a distributed delivery system.
• Build and maintain interpersonal relationships between UBC Faculty, Health Authority leadership, staff and learners. High level of communication competency required in order to facilitate and coordinate planning, program implementation and program delivery.
• Consensus building between high profile members/groups involved in medical education requiring respectful, direct and tactful communication skills.
• Oversees expenditure related to MDUP site operations within a pre-established budget.

Supports Assessment and Evaluation:

• Works closely with the SMP Assessment and Evaluation Coordinator and Year 3/4 Clinical Education Program Manager to support the assessment and evaluation processes.
• Oversees the execution of examinations on-site. These processes must strictly follow accreditation standards set forth by the Liaison Committee for Medical Education (LCME) and UBC Policies and Procedures, which includes a comprehensive absence policy.
• Supports the implementation of a system of appraisal for students and teachers.

Supports teaching payments:

• Prepares accurate data for entry into teacher tracking system and reconciles to ensure accurate payments. Responsible for accurately gathering, tracking and data entry of clinical teaching activity by Faculty of Medicine (FoM) preceptors to ensure preceptors are paid correctly and timely according to the payment schedule, as it relates to tracking clinical teaching payments.

Supports Post-Graduate Medical Education (PGME) Royal College programs and ensures collaborative administration processes for UG and PG programs in the region:

• Ensures students and PGME Royal College residents have access to systems, facilities and privileges (UBC and Interior Health) as required for their clinical activity in the region; liaising with medical staff administration as required.
• Works with PGME (Royal College and Family Practice) administrative staff to support scheduling of PGME Royal College program activity in the local hospital
• Initiates and follows through with critical recruitment and onboarding processes for teaching faculty before teaching can occur.
• Creates and ensures effective internal and external communications between the Faculty of Medicine programs and the various staff, students, faculty, preceptors, medical office assistants and hospital contacts (within the region and province).
• Monitors correspondence on behalf of the rotations/electives, ensuring timely responses and flagging key issues.
• Analyzes information regarding UG and PG programs, assessing conflicts and capacity affecting the UG and PG programs, provides projections and forecasts of placement numbers. Initiates collaborative management working with UG and PG administrative staff and faculty to coordinate complex schedules.
• In collaboration with UG and PG Faculty Leadership and PGME Family Practice site staff communicates space and facilities requests to the SMP Space Committee for consideration
• Performs other related duties as necessary in keeping with the qualifications and requirements of the job.

Consequence of Error/Judgement
This position will be working within a high-performing team environment and will participate in finding solutions to issues. This position 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. It is imperative that effective partnerships and relationships are built within the various communities and out-patient clinics. 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, potentially compromising the effectiveness of the SMP with long lasting negative impacts amongst the medical community

Supervision Received
This position reports to the Clinical Education Program Manager, Years 3 & 4. They are expected to work with minimal level of supervision, as the only staff representative of the UBC Faculty of Medicine MDUP UG program on site. This position is expected to be able to take initiative, exercise judgement, problem-solve and troubleshoot, apply discretion to determine course of action and follow through independently. This position has no direct supervision on-site. Unusual issues, or decisions where clear procedures are not available, will be directed to the Clinical Education Program Manager, Site Directors, or the Administrative Director as appropriate for direction, advice and collaboration.

Supervision Given

Organizes, trains and directs administrative staff covering for any absence; this includes coordinating site specific logistics and invigilation for examinations and assessment activities.

Minimum Qualifications
- 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 Qualifications

• High school graduation and two (2) years of post-secondary education.
• Over four years experience providing direct, high level relevant administrative program support in a University or large, complex health care organization, or equivalent combination of education and experience.
• Previous experience in an undergraduate medical program or related medical education experience 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.
• Demonstrate high level of interpersonal communication skills so as to deescalate potentially tense and emotional circumstances.
• 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 UBC and Faculty of Medicine priorities and initiatives.
• Advanced user of Microsoft Windows and Office applications including Word, Excel, PowerPoint, Outlook and Teams
• Familiarity with collaborative tools such as MS Teams and SharePoint Online is an asset.
• Knowledge of, web conferencing and video conferencing equipment technology.
• Ability to take initiative, and work with minimal supervision within a team environment.
• Strong organizational skills and ability to prioritize to accommodate changing workload.
• Ability to work effectively in a dynamic and demanding environment.
• Demonstrated professional judgment.
• Demonstrated problem-solving skills, and the ability to navigate in 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.
• Ability to multi-task with attention to detail.
• Demonstrate project planning skills to meet deadlines and follow up, ensuring deliverables are met.
• Flexible; comfortable working within ambiguity; invigorated by change, often requiring immediate responses and solutions within a high stakes environment.
• Demonstrated knowledge of file and records classification systems and processes.
• Ability to exercise high level of tact and discretion, project positive image and be diplomatic in stressful situations while maintaining confidentiality in dealing with students and faculty.
• Familiarity with rural and urban communities throughout the Interior and other British Columbia regional health authorities is an asset.
• Some travel to SMP sites and other hospital/clinic sites may be required.

About the company

25306 The University of British Columbia is a public research university with campuses in Vancouver and Kelowna, British Columbia.