Job Description

Staff - Union
Job Category CUPE 2950
Job Profile CUPE 2950 Salaried - Sr Program Asst-Med Ed (Gr8)
Job Title Portfolio and Assessment Coordinator
Department Assessment Operations Support | Medical Undergraduate | Faculty of Medicine
Compensation Range $4,739.00 - $5,102.00 CAD Monthly
Posting End Date November 8, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date Ongoing
Summary
The incumbent will liaise with faculty and staff at all sites in the distributed Undergraduate Medical Program (UGME) to support the implementation of the Portfolio assessment modality and will be responsible for supporting the delivery of portfolio sessions at the Vancouver Fraser Medical Program (VFMP) program site.
Organizational Status
Our Vision: To Transform Health for Everyone.
Ranked among the world's top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 12,000 faculty and staff are training the next generation of doctors and healthcare professionals, making remarkable discoveries, and helping to create pathways to better health for our communities at home and around the world.
The faculty--comprised of approximately 2,200 administrative support, technical/research and management and professional staff, as well approximately 650 full-time academic and over 10,000 clinical faculty members--is composed of 19 academic basic science and/or clinical departments, three schools, and 23 research centres and institutes. Together with its University and Health Authority partners, the faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province.
The incumbent reports to and receives direction from the Manager, Provincial Learner Assessment Team (Vancouver). This position will interact with faculty members, students, staff, and other academic and administrative units.
Work Performed
Portfolio

• Recruits Portfolio Coaches for VFMP for years 1-4, creates the portfolio schedule and processes portfolio coach payments. Acts as the main administrator and point of contact for VFMP portfolio coaches and troubleshoots as needed.
• Acts as the Activity Tracker for the Teaching Tracking Payment System (TTPS).
• Acts as the central point of communication for coaches, faculty, and staff regarding portfolios.
• Coordinates communication with coaches for VFMP, which may include the use of Outlook calendar invites to schedule small learning group sessions and various faculty development sessions.
• Creates new procedures and documentation to ensure the approach to the Portfolio is consistent between Years 1-4.
• Provides administration coordination for meetings, orientations, various sessions, and workshops. This includes two regular meetings: the Portfolio Site Lead meeting (monthly) and the Portfolio Advisory Group meeting (bi-monthly). Responsibilities include preparing agenda; compilation of background materials; documentation of decisions and communication to relevant parties; taking minutes; following up with decisions and tracking action items; and arranging room bookings (including audiovisual requests and on-site troubleshooting). Communicate with committee members regarding the distribution of confidential materials.
• Provides administrative support for creating, revising, and documenting coach and student curricular material (guides, checklists, calendars etc.), along with various student and coach presentation material and projects (e.g. student video, PowerPoint presentations).
• Maintains the Learning Management System for Portfolio.
• Manages and creates an appropriate filing system for portfolio documentation.

Student Assessment

• Programs FLEX/FoS, Clinical Skills, CBL and Family Practice, and workplace-based assessments (WBA) in One45 and works collaboratively with the Years 1 and 2 Assessment and Evaluation (A&E) Coordinators across the province.
• Ensures the collection of completed assessment forms and assignments at the appropriate time.
• Develops and implements administrative procedures related to the implementation of assessments in order to ensure they are sustainable and in accordance with department/UGME policy.
• Distribute and collect assessment materials and associated documentation to the appropriate student groups and faculty.
• Works with the Assessment team to input block-specific student group list information, tutors and evaluation forms into online evaluation software for distribution to students at the conclusion of selected teaching sessions within each system block. Maximizing student participation in the evaluation process by monitoring compliance and e-mailing group/class-specific reminders, as appropriate.
• Participates and/or invigilates in written and online examinations, approximately 2-4 exams per term.
• Uploads Individual Score Reports for Year 1 and 2 assessment; supports Year 3 and 4 uploads on an as-needed basis.

Performs other related duties as necessary in keeping with the qualifications and requirements of the job.
Consequence of Error/Judgement
The Portfolio and Assessment Coordinator will be expected to exercise considerable judgment, tact, professionalism, and initiative in prioritizing and scheduling work; the candidate works within broad directions from Manager, PLAT (Vancouver), to follow established policies and procedures.
Errors that lead to the breach of confidentiality of either examinations or assessment data will have major consequences and will require time to repair the damage as well as restore credibility in the eyes of the students and/or faculty leadership.
Supervision Received
The Assessment Coordinator will work independently, under supervision from the Portfolio Pillar Lead and Manager, PLAT (Vancouver), for direction in determining, planning, and completing work objectives.
Supervision Given
No supervision given.
Minimum Qualifications
High School graduation, plus two year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.
- 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-year post-secondary diploma. 4 years related experience or the equivalent combination of education and experience. Experience working in an academic environment an asset. Intermediate skills in Microsoft Office software, including Word, Excel, PowerPoint, Outlook, and Teams.
Ability to use or learn quickly, internet applications including SharePoint, One45, Doodle, and Entrada.
Strong interpersonal and communication skills, with the ability to communicate effectively both verbally and in writing. Ability to compose and edit correspondence, reports, and other written materials using clear and concise business English.
Ability to gather, record, and organize information effectively.
Ability to multi-task and prioritize effectively and demonstrate flexibility when priorities change.
Ability to analyze and problem-solve with minimal guidance.
Ability to learn and adapt to new processes or systems.
Ability to develop and maintain cooperative and productive working relationships.
Ability to work independently, participate as an effective member in a team environment, and demonstrate initiative.
Ability to make thoughtful, thorough, informed decisions.
Ability to maintain accuracy and attention to detail.
Ability to escalate issues appropriately.
Ability to exercise judgment, tact, discretion and diplomacy.

Skills Required