Job Description

Staff - Non Union
Job Category
M&P - AAPS
Job Profile
AAPS Salaried - Administration, Level A
Job Title
Team Lead, Year 3
Department
Year 1-4 Curriculum Delivery | Medical Undergraduate | Faculty of Medicine
Compensation Range
$5,791.00 - $8,323.42 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
September 27, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
OngoingThe expected hybrid arrangement schedule for this position will be 3 to 4 days per week in-office, depending on peak periods and academic scheduling and subject to operational requirements.
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
As UBC's MD Undergraduate Program (MDUP) expands and evolves in its approach to educational delivery across the province and within the Vancouver Fraser Medical Program (VFMP), it is essential that learners within the Program have access to experiences and training experiences where they can engage in practical skills-development in clinical environments with patients who are representative of those community members the students will serve eventually in their clinical practice. This includes engaging with community partners and physicians who represent and express diverse gender and cultural identities, as well as lived experiences present within urban, rural and Indigenous communities across the region.
The VFMP Year 3 portfolio is an essential and collaborative unit that that supports a diverse group of learners, faculty and staff who have a desire to participate in, and inform, the future of medical education within the region. This role will support the alignment of best practices in administration and engagement for learners, faculty and departmental collaborators who participate in the delivery of MEDD 431 Clerkship (Year 3). This includes overseeing the operational processes for the delivery of a service-oriented, respectful, and accessible clerkship curriculum that aligns with the vision and pillars outlined in the Faculty of Medicine Strategic Plan, especially as related to respectful and outstanding community collaboration, commitment to accessibility, continuous improvement and innovative practice in medical education delivery.
The Medical Undergraduate Degree Program (MDUP) within the University of British Columbia's Faculty of Medicine is delivered in partnership with the University of British Columbia Vancouver and Okanagan campuses (UBCV and UBCO), the University of Northern British Columbia (UNBC) and the University of Victoria (UVic) and in close collaboration with the Health Authorities through the province. The Team Lead, Year 3 reports to the VFMP Manager, Curriculum Delivery Years 1-4. This position liaises closely with Year 1-4 Curriculum Teams, Course Directors, Program Managers, the Provincial Learner Assessment Team and colleagues across the province. Supervises the VFMP Year 3 team and interacts with VFMP faculty members, learners and program staff in the Vice-Dean's Dean's Office and other UBC Faculty of Medicine Departments.

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 health care professionals, making remarkable discoveries, and helping to create the 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.
Program Management
Learners within the Vancouver Fraser Medical Program are strategically positioned in rotational and integrated clinical learning at hospitals across the lower mainland. The collaboration and scheduling required to deliver this curriculum and support faculty curriculum leads is detailed and complex. This role collaborates closely with clinical departments, faculty, and staff at all UBC Faculty of Medicine clinical academic sites, as well as other UBC units, Health Authorities, medical education governing and licensing bodies and other universities. This position works cross-functionally with teams within the years 1-4 portfolio to ensure a seamless learner transition across years and functions students will encounter within VFMP and provincially including Learner Assessment and Student Affairs, Departments and Hospital sites.

The Team Lead is responsible for managing the day-to-day operations of the Year 3 portfolio, ensuring those operations and processes are aligned with the partner site curriculum delivery, including but not limited to support learners with onboarding, clinical site orientation, accommodations implementation, learner access, streamlined departmental communications and collaborative learner-centric functions.

Work Performed
Program DeliveryDevelops and monitors program schedules and operational timelines for delivery of Clerkship. Manages the Clerkship selection and placement process across the MDUP, including the delivery of student information and orientation session and departmental communications. Under the direction of the Years 1-4 Curriculum Manager, is responsible for developing, recommending, and implementing new administrative policies, procedures and systems; requiring collaboration with program staff across the distributed program, to ensure consistency and efficiency in the program delivery. Reviews and implements quality improvement initiatives relating to student service. Makes recommendations to the Years 1-4 Curriculum Manager by providing data, briefs and rationales and budgetary considerations for operational process shifts. Develops and implements business rules for administrative systems improvements and new initiatives in collaboration with local and provincial teams to ensure efficiencies and impact are maximized for learner success and faculty ease. Responsible for ensuring that students receive thorough support from Year 3 program Staff with onboarding and ongoing support, including tasks such as course registration, stipends allocation, access provisioning, hospital site information, etc. Manages the content and structure of, and access to, the SharePoint and Teams sites; ensures the Year 3 information is accessible, complete, and well-maintained through annual information audits and is aligned with institutional document storage best practices. Oversees the administrative support and maintenance of the class lists for all sites and the provincial and local list servs provided by the Year 3 program Staff Provides oversight for curricular document management, including learning materials for students. Ensures consistency and updates information as needed. Responsible for overseeing and managing student information such as Leave of Absences, Accommodations, Site transfers to local and provincial teams. Responsible for ensuring that learners remain compliant with practice education, College of Physicians and Surgeons of BC (CPSBC), and other host school requirements Manages and oversees any escalated student inquiries for the Medical Student Performance Record (MSPR) process for all Year 3 students, which informs medical students' Residency applications Responsible for creating and maintaining a collaborative approach and ongoing communication with the Departments, Faculty and Administrative teams across the province. Provides advise and guidance to Year 3 program staff on student inquiries or programmatic delivery issues. Works closely with the Year 1-4 Curriculum Manager and the VFMP Communications manager to inform learner editorial calendar for year 3: communication templates, presentations, orientation and onboarding materials, etc. to ensure alignment with best practices in student communications, accreditation requirements, administrative management, curricular data and asset management. Manages the strategic and timely cross-portfolio meetings to ensure efficient and effective use of faculty/colleague time and resources. Manages the resources allocation to provide administrative support to the Years3&4 Subcommittee Meeting, working groups and student leadership meetings with faculty. Collaboratively chairs and leads the Years 3&4program administrator monthly provincial meetings. Attends coordinates and chair meetings with local and provincial teams Manages and oversees the student promotions process for the Regional Student Promotions Subcommittee in collaboration with Faculty and the Provincial Learner Assessment Team. Oversees the completion of grade entries in Workday by the Year 3 Program Staff. Oversees and validates payments for faculty, students and providers by the Year 3 Program Staff as required Participates in exam invigilation as required. Manages special projects as they arise. Provides coverage for team members as needed Performs other related duties as necessary in keeping with the qualifications and requirements of the job


Human Resource SupportManages the Year 3 Administrative Team in VFMP. Responsible for ensuring that all team members are trained and cross-trained to support the team-based curriculum delivery model. Recruits, onboards, trains and supervises team members. Conducts performance evaluations of direct reports, provides ongoing direction, developmental programming, skills development, two-way feedback opportunities, strategic and overall support. Collaborates with the Program Assistants to create and maintain process and training documentation Manages staff absences and vacation requests within the context of learner and faculty needs required for effective program delivery across the Curriculum Delivery portfolio


Consequence of Error/Judgement

Impact of error is considerable as the incumbent is dealing with time-sensitive and often confidential information. Errors in judgment could have immediate repercussions for the clinical faculty, learners, and colleagues. Missing deadlines may negatively impact a student's academic standing. Inappropriate or delayed actions could adversely affect the credibility of the unit, the Program, and the Faculty of Medicine as a whole.



Supervision Received

Works independently with minimal direction from the VFMP Curriculum Manager Years 1-4 The incumbent works with a high degree of autonomy, must be self-directed, able to manage a team and work independently to support faculty leadership and program goals. Work is reviewed in terms of effectiveness within established policies and guidelines.



Supervision Given

The incumbent has direct supervisory responsibility for the Year 3 staff including hiring, training, performance management and termination. Gives direction to staff and involves others to achieve MD Undergraduate program objectives. This includes collaborating with other site administration, local and provincial Program Managers and departmental colleagues.



Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the 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 QualificationsExcellent interpersonal and management skills required and experience working in a complex environment such as health care organization or university preferred. Experience with developing and maintaining a respectful work and learning environment in alignment with UBC and the Faculty of Medicine's Strategic Pillars and commitments related to decolonization and Truth and Reconciliation, and the MDUP's commitments to intersectional engagement with Indigenous and Black Pathways students and community partners. Experience working with staff, faculty and learners with diverse abilities, gender expression, gender identity, culture, and lived experiences. Demonstrates value for, and awareness of, best-practices in respectful and inclusive collaborator engagement, team skills development and student learner engagement that upholds these practices, commitments, and values. Experience with, and awareness of, federal, provincial, institutional and Faculty values related to developing and maintaining respectful workplace environments as well as intersectional equity, diversity and inclusion initiatives. Experience promoting and modelling these values among team members and within support services that are provided to students, faculty, and community collaborators. Experience with mentoring and coaching staff, establishing client-service standards and goals, performance evaluation, providing feedback and taking corrective action as required. Demonstrated experience with, and ability to, synthesize information, provide instruction and direction for learners, staff, faculty and collaborating colleagues in person, online and in writing. Strong anticipatory skills derived from experience working in a fast-paced curriculum delivery environment or critical service delivery structure. Ability to assess situations, recommend and implement solutions, assess impact and develop documentation to promote impactful and strategic common processes and team collaboration. Experience with developing and implementing informative presentations, training materials, and feedback mechanisms to keep learners, staff and faculty engaged and informed. Excellent interpersonal and diplomacy skills as well as demonstrated ability to work effectively across teams and cultures. Ability to develop, maintain and nurture effective working relationships with students, faculty, staff and community members. Intermediate to advanced level computer experience required (Microsoft Office programs, including Outlook, Word, Excel, SharePoint, Teams, PowerPoint) as well as experience working with learner management systems, client relationship management systems or similar. Proven ability to lead and complete projects from inception to conclusion, to delegate effectively and to problem-solve. Ability to facilitate needs-analyses activities, and create reports within allocated time and resources. Ability to analyze problems, identify key information and issues, and effectively resolve and develop best-practices and solutions with key collaborators. Ability to work evenings and weekends according to program needs and program delivery timeline fluctuations. Ability to travel for site programming, conferences and professional development opportunities. * Willingness and ability to contribute to other VFMP/MDUP operational and administrative projects and duties as required to support a whole-team/one-program mindset.