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Job Profile

Job Title

Department

Compensation Range

Posting End Date

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

Job End Date

This position is located in Kelowna, BC.
Hybrid work arrangements must include in-office days at Kelowna General Hospital, with Wednesdays being one of the in-office days.

Please include a cover letter with your application.

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 Description

This position is based at the Clinical Academic Campus (CAC) at Kelowna General Hospital (KGH) and provides administrative coordination for Year 3 and 4 Medical Undergraduate Program (MDUP) and Postgraduate Medical Education (PGME) programs, supporting mandatory rotations and electives at clinics and hospital sites through the Interior. The incumbent, working with the SMP Clinical Education Program Manager and Course Directors and faculty leads, liaises with faculty, staff, students and residents of the Faculty of Medicine (FoM).

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 learner’s increases. This position will require an individual who is comfortable in an atmosphere of ambiguity while systems and processes are being established.

Organizational Status

The incumbent reports directly to the SMP Clinical Education Program Manager and works closely with SMP and FoM Site Directors and Education Leads, clinical Faculty, Program and Site Coordinators and the Assessment and Evaluation Administrator and Interior Health (IH) administrators. The incumbent interacts independently with medical students, residents, clinical faculty and staff, community preceptors, medical office assistants and hospital administrators throughout the Interior Health Authority; UBC Undergraduate and Postgraduate departments in the Faculty of Medicine; and other healthcare professionals.

Work Performed

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

• Manages student placements for the mandatory MDUP rotations and electives at the relevant site. Year 4 electives, Rural Family Practice rotations and Integrated Community Clerkship (ICC) programs require support and student management collaboration across sites within the interior.
• Ensures MDUP students have access to systems, privileges and facilities (UBC and Interior Health) as required for their clinical activity in the region; liaising with medical staff administration as required.
• Gathers and collates information on rotations/electives, including community and practice profiles, availability, and local contact information. Coordinates and ensures the provision of hospital privileges for students. 
• Maintains up-to-date schedules and relevant confidential records and data on all SMP Year 3/4 students and in some cases, other UBC UG learners who are placed within the Interior. 
• Maintains the on-line learning platforms related to SMP Year 3/4 rotations/electives (currently these are MedNET, Entrada and One45). 
• Responsible for monitoring 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 Clinical Education Program Manager regarding any student/preceptor issues that may arise during the student placements. In collaboration with SMP Student Affairs, supports students with issues or concerns they may have during their placements to support their academic well-being. 
• Ensures effective internal and external communications between the program and the various staff, students, faculty, preceptors, medical office assistants and hospital contacts (within the Interior, and in some cases rural BC). Responsible for monitoring correspondence on behalf of the FoM rotations/electives, ensuring timely responses and flagging key issues.
• Analyzes information regarding other programs affecting the undergraduate medical program, provides projections and forecasts of placement numbers. Responsible for working with undergraduate and postgraduate administrative staff and faculty to coordinate learners' schedules.
• Assists in implementing any planning and policy development related to Year 3/4 clinical education and overall program priorities, including faculty development.
• Assists the Faculty and Clinical Education Program Manager in responding to recruitment mandates and submits the relevant on-boarding documentation.
• Initiates and follows through with critical recruitment and onboarding processes for teaching faculty before teaching can occur.
• Works with distributed staff/faculty to coordinate and manage access of Academic Sessions/Lectures delivery and content using both local and a distributed delivery system.

2.  Supports Assessment and Evaluation:

• Works closely with the SMP Assessment and Evaluation Administrator and Clinical Education Program Manager to support the assessment and evaluation processes. 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.

3. Supports teaching 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. 

4. Supports collaborative administration processes for MDUP and PG programs in the region

• Works with PGME administrative staff to support and coordinate scheduling of PGME program and MDUP activity in the local hospital(s) and clinics.

5. Performs other related duties as necessary in keeping with the qualifications and requirements of the job

Consequence of Error/Judgement

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.

Supervision Received

The incumbent reports to the Clinical Education Program Manager, they are expected to work with minimal level of supervision. The incumbent is expected to be able to take initiative, exercise judgement, problem-solve, apply discretion to determine course of action and follow through independently. 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

None.

Preferred Qualifications

High school graduation and two (2) years of post-secondary education supplemented by relevant administrative training.  Minimum three (3) years' experience or the equivalent combination of education and experience. Previous experience in an undergraduate medical program or related medical education experience is an asset. - Advanced user of Microsoft Windows and Office applications including Word, Excel, PowerPoint, Outlook and MSTeams and Sharepoint Online.

• 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 UBC and Faculty of Medicine priorities and initiatives.
• Familiarity with Familiarity with collaborative tools such as MS Teams and SharePoint Online is an asset. 
• Knowledge of Zoom, AV, 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. 
• Excellent professional judgment.
• Strong interpersonal skills.
• Must have superlative 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 stake's environment.
• Superior 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 UBC Okanagan campus and other hospital/clinic sites may be required.