Staff - Non Union
Job Category
M&P - AAPS
Job Profile
AAPS Salaried - Educational Programming, Level A
Job Title
Postgraduate Education Program Coordinator
Department
Division of Allergy and Immunology | Department of Medicine | Faculty of Medicine
Compensation Range
$4,970.92 - $7,141.92 CAD Monthly
The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.
Posting End Date
July 3, 2025
Note:Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Jul 13, 2026
The role is a 0.2 FTE position, with a weekly commitment of 7 hours.
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 Summary
The Postgraduate Education Program Coordinator - Clinical Allergy and Immunology is responsible for the operational planning, management, and coordination of the Postgraduate Residency Training Program for Clinical Allergy and Immunology (CAI) at the University of British Columbia (UBC). The Coordinator is responsible for establishing goals and objectives for the program’s operations in accordance with University and Departmental policies and procedures, in consultation with the Program Director for CAI as needed. The Program Coordinator is also responsible for managing the overall operation of the Division, including planning, development and administration. This position has the freedom to act on administrative decisions and is required to exercise judgement and analytical skills in identifying urgent and important matters.
Organizational Status
Work direction is provided by the CAI’s Program Director. This position interacts with Residents/Fellows, Division Heads, Site Training Directors, the Postgraduate Dean’s Office of Medical Education and other program coordinators within the faculty. This position will also interact with outside agencies such as the College of Physicians and Surgeons of BC (CPSBC), the Royal College of Physicians and Surgeons of Canada (RCPSC), Professional Association of Residents of BC (PAR-BC which is the residents union), administrators from several teaching hospitals, and the Canadian Resident Matching Service (CaRMS).
Work Performed
Postgraduate Program:
Participates in strategic planning, policy development and implementation related to the Postgraduate Residency Training Program, including the education and delivery of program curriculum.
Manages the overall priorities, goals, and initiatives of the Postgraduate Residency Training Program.
Responsible for ensuring postgraduate education in the Division of Allergy & Immunology meets Royal College criteria by reviewing, evaluating and developing policies and procedures relating to education needs and objectives. Ensures all phases of the program match or exceed Faculty of Medicine and national accreditation standards.
Works with the Resident Training Committee and Postgrad Program Director to review and develop curriculum changes.
Advises on the planning, organization and policies of rotations. Responsible for the creation of the master rotation schedule and makes final decision on rotation changes. Assigns residents to preceptors for clinical teaching activities.
Researches and resolves unusual resident-related issues, and recommends to Program Director systems and procedures to improve the efficiency of the program.
Acts as a liaison communicating between the faculty, site directors, rotation supervisors, residents, and administrative staff at the hospital sites, advising on and resolving issues on rotations including out of province rotations.
Works with the Postgraduate Program Director to develop appropriate evaluation criteria to gauge effectiveness of teaching. Implements evaluation strategies and coordinates education evaluation activities. Reviews evaluation reports and liaises with Program Director on low performance evaluations.
Writes, develops, and maintains systems as part of ongoing QI efforts including the administrative operating manual, fellow handbook, and resident information manual, as well as resident orientation materials.
Responsible for the creation and maintenance of program policies and procedures in relation to CMBE and resident evaluations in One45 (WebEval). Makes recommendations on the evaluation system.
Writes all documentation for the Royal College onsite Accreditation Survey and oversees onsite survey visits, as well as Internal Reviews.
Responsible for planning the delivery of all program-related events, including curriculum development workshops, CBME workshops, new resident orientation events, graduation events, etc.
Attends educational meetings.
Performs other related duties as required.
Administration:
Develops and manages policies, procedures and processes for the efficient administration, organization and operation of the Division. Ensures the divisional academic and clinical performance is achieved by measuring against defined goals and objectives. Communicates methods, standards, criteria or policies to ensure attainment of goals to division members.
Manages the financial accounts for the Division and Postgraduate Residency Training Program including analysis, forecasting and developing of budgets, preparing financial reports and statements, monitoring expenditures, and reconciling discrepancies through hospital and UBC accounts.
Advises and provides guidance on financial matters for Faculty Recruiting Requests including guaranteed funding letters, is the divisional P-card Administrator, and works with the Division head on Academic Faculty Merit & PSA salary administration.
Provides advice and information to supervisors regarding human resources matters such as policies and procedures related to the academic and clinical appointments, reappointments and promotion of Divisional faculty and staff.
Responsible for planning and managing divisional events
Advises Program Director and Division Head, as required of ongoing issues
Performs other related duties as required.
This position may be required to work between Vancouver General Hospital and St. Paul’s Hospital but is also eligible for hybrid work arrangement based on operational needs.
Consequence of Error/Judgement
This position has the freedom to act on administrative decisions and is required to exercise judgment and analytical skills in identifying urgent and important matters. Lack of judgment in scheduling, supervision or tact would impact the recruitment, training and licensing of Medicine Residents, the schedule of instructors and could damage our Royal College accreditation. This could lead to residents not wanting to come to our program. Errors in financial management could result in loss of funding.
Supervision Received
This position reports jointly to the Division Head and Program Director of the UBC Clinical Allergy and Immunology. This position also takes financial direction from the Subspecialty Program Manager, UBC Department of Medicine. Works independently and brings unusual situations to the attention of the Division Head and Program Director.
Supervision Given
Supervises and trains support staff as needed.
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
University degree in a relevant discipline.
Minimum of two years of experience or the equivalent combination of education and experience.
Financial and budgeting experience.
Experience working in a postgraduate training setting preferred.
Experience with UBC policies and procedures around residency training programs is an asset.
Ability to deal with a diversity of people in a calm, courteous, and effective manner.
Ability to analyze problems, identify key information and issues, and effectively resolve.
Ability to prioritize and work effectively under pressure to meet deadlines.
Ability to communicate effectively verbally and in writing.
Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English.
Ability to understand and apply policies, procedures, and instructions.
Ability to exercise initiative, tact and discretion.
Ability to exercise sound judgment.
Ability to effectively use Word, Excel, Access, PowerPoint and One45 at an advanced level.
Ability to travel and work out of two locations, VGH and St. Paul’s hospital.
Ability to work flexible schedules including early morning and evening meetings as required.
Ability to work effectively independently and in a team environment.
