Job Description

Staff - Union
Job Category BCGEU Okanagan Support Staff
Job Profile BCGEU OK Salaried - Support Services Assistant II
Job Title Pre-Clerkship Program Coordinator, Years 1&2
Department UBCO | Year One and Two Program Support | Southern Medical Program | Faculty of Medicine
Compensation Range $4,695.00 - $5,385.00 CAD Monthly
Posting End Date April 14, 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.
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.
Position Summary
This position provides administrative coordination and support for Years 1 and 2 students while completing their mandatory pre-clerkship training. MEDD 411, 412, 421, 422, 419 and 429 courses include areas of lectures, labs, small and large group learning, clinical skills, family practice office visits, hospital visits and community or research-based projects and sessions. The incumbent, working with the Year 1 and 2 Program Manager and Course Directors, liaises with faculty, tutors, staff and students of the Southern Medical Program, and with administrative staff and faculty across all provincial sites.
The program, and this position, is in a state of evolution whereby duties may be added or removed as operational requirements are developed and refined. This position will require an individual who is comfortable in an atmosphere of ambiguity where systems and processes are continually refined and improved.
Organizational Status
This position reports to the SMP Years 1 and 2 Program Manager and works closely with SMP Site Directors, provincial Course Managers, provincial and local administrative staff and provincial and local Assessment and Examination Administrators. The incumbent communicates and works independently with SMP medical students, clinical faculty, instructors, tutors, medical office assistants, and community representatives throughout the Okanagan area.
Work Performed
1. Provides Program Coordination and Support:

• Manages the development and delivery of first and second year course schedules, timetables, learning materials, objectives, faculty development materials, policies and other logistics for distribution to students, course directors, faculty, and preceptors.
• Produces, gathers, and collates learning materials from various sources and ensures they are posted to provincial Learning Management System and/or distributed to learners or preceptors.
• Anticipates, coordinates and troubleshoots local preceptor recruitment, scheduling, and optimal student/teacher groupings; troubleshoots preceptor shortages and cancellation issues.
• Maintains a thorough understanding of course materials and session requirements to support delivery of learning sessions, and in support of the preceptor and Course Directors.
• Ensures effective internal and external communications between the local and provincial staff, students, faculty, and preceptors and handles student and faculty enquiries with timely responses, while flagging key issues.
• Maintains confidential SMP databases and student groups/profiles for information pertaining to physicians, health professionals, students and faculty.
• Manages room bookings; ensures venues are appropriate to learning event.
• Ensures local and video-conference sessions are set-up and lecturer is supported for academic program delivery.
• Plans and supports faculty development events and student orientation sessions; arranges catering for events per established policies and procedures.
• Communicates with community leaders to coordinate and facilitate expanded educational opportunities for students.
• Coordinates, participates or attends education development or administration committees.
• Assists in implementing planning and policy/procedure development related to overall program priorities.
• Prepares and distributes agendas, provides meeting materials, takes and distributes minutes.
• Ensures access and provides training or support to faculty and tutors in use of the student/faculty web-based systems.
• Procures learning environment consumables and monitors medical equipment needs as required.
• Assists with travel arrangements for visiting teachers and ensures required travel documentation is provided to SMP Finance Clerk.
• Creates and maintains site Standard Operating Procedures (SOP) manual and Records Classification System for local position.

2. Supports Teaching Payments:

• Responsible for gathering, tracking and data-entering of teaching activity by Faculty of Medicine (FoM) preceptors to ensure accurate and timely payment; in accordance with the payment schedule and, as it relates to Faculty of Medicine Compensation Terms.

3. Supports Assessment and Evaluation Process

• Works with SMP Assessment and Examination Administrator and Teacher Assessment Support Analyst to support the assessment and examination processes. These processes must strictly follow accreditation standards as set forth by the Liaison Committee for Medical Education (LCME) and UBC Policies and Procedures, and includes a comprehensive absence policy.

• Participates in Years 1 and 2 written and practical exam invigilation; (or Years 3 and 4 exam invigilation as required).
• Maintains and reports accurate tutor/student pairings for both student assessment and teacher assessment processes.

• Supports the implementation of a system of appraisal for students and teachers.

Performs other related duties as necessary in keeping with the qualifications and requirements of the job.
Consequence of Error/Judgment
The incumbent works within a highly-integrated and highly dynamic team environment across the provincial program. Standardization and comparability of delivery across all sites is required. Errors in judgment or ineffective communication may lead to damaged internal or external relationships, preceptor retention, process effectiveness and student learning, thus negatively impacting the integrity and effectiveness of the local SMP program or the provincial program as a whole.
Supervision Received
The incumbent reports to the Years 1 and 2 Program Manager. S/he is expected to work with a 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, unclear procedures, or irregularities will be directed to the Program Manager, Years 1 and 2, Course or Site Directors or the Administrative Director as appropriate for collaboration, advice and direction.
Supervision Given
None.
Education/Work Experience
High school graduation and two (2) years 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.
Performance Competencies and Criteria

• Strong organizational skills and ability to prioritize and accommodate changing workloads.
• Ability to work effectively in a dynamic and demanding environment.
• Ability to take initiative, determine course(s) of action and follow through independently.
• Strong interpersonal skills.
• Comfortable working within ambiguity, invigorated by change, often requiring immediate response or action in a high-stakes environment.
• Must have excellent problem solving skills and the ability to navigate in the changing landscape of medical education.
• Demonstrated ability to work under pressure to meet constant deadlines.
• Ability to multi-task with strong attention to detail and accuracy.
• Ability to communicate effectively, both verbally and in writing; minute-taking competency.
• 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.
• Demonstrate project-planning skills to meet deadlines and follow up, ensuring deliverables are met.
• Advanced user of MS Office Suite (Outlook, Word, Excel, and PowerPoint), web browsers, MS Access an asset.
• Strong knowledge of file and records classification systems and processes.
• Familiarity with SharePoint is an asset.

• Comfortable learning new technologies.
• Flexible work hours as required.
• A broad knowledge of university policies and the UBC medical schools curriculum is an asset.
• Travel between the Clinical Academic Campus (KGH) and the Reichwald Health Sciences Centre (UBCO) as required.

Expectations for all UBC employees:
- Willingness to respect diverse perspectives, including perspectives in conflict with ones own
- Demonstrates a commitment to enhancing ones own awareness, knowledge, and skills related to equity, diversity, and inclusion