Program Coordinator - PHPM Program

Job Title

Program Coordinator, PHPM Program

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Sr Program Asst-Med Ed (Gr8)

Job Family Group

Staff - Union

Department

PHPM Program | School of Population and Public Health | Faculty of Medicine

Compensation Range

$5,027.00 - $5,413.00 CAD Monthly

Job End Date

Ongoing

Posting End Date

November 27, 2026

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

This position is part-time with 0.8 FTE, equivalent to 28 hours per week. Please note that the posted salary range will be prorated to reflect this reduced FTE.

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

This position supports the Public Health and Preventive Medicine (PHPM) and PHPM undergraduate rotations.

The incumbent is responsible for coordination of core operational functions of the program: they will coordinate the resident academic and clinical experiences, implement procedures and processes, coordinate Faculty initiatives, and respond to complex inquiries from learners. In addition, the incumbent coordinates the workflow and activities for the public health theme in the Undergraduate Medical Education Program. The incumbent is given varying degrees of latitude for exercising independent initiative and judgement to develop operational procedures, determine priorities, and coordinate program deliverables.

The Program Coordinator is required to have an extensive understanding of programmatic, site and Faculty of Medicine (FOM) policies and procedures. Additionally, incumbents will develop a large network of relationships with stakeholders within the Health Authorities, Hospital Departments, UBC units, and Postgraduate Offices.

Organizational Status

Reports to the PHPM Program Manager. Takes direction from Program Manager, Program Director, Associate Program Director and the Program Director-Undergraduate Medical Education. Interacts with preceptors, residents, medical students and various healthcare professionals and organizations, along with the office of Postgraduate Medical Education in the UBC Faculty of Medicine.

The School of Population and Public Health (SPPH) is part of the Faculty of Medicine at the Vancouver campus of the University of British Columbia. The School offers six graduate programs (Masters and PhD level) along with a Residency program and undergraduate courses, with a total enrolment for the graduate programs of approximately 350 students. In addition to program-based functions, program managers work collaboratively with other managers and administrative staff in support of the overall education mission of the School.

Work Performed

Program Delivery:

• Coordinates workflow and operational processes for the PHPM and PHPM-FM programs.
• In collaboration with the PHPM Program Manager, organizes and supports Resident Program Committees; prepares meeting materials, takes minutes and provides additional meeting/workshop support as needed.
• Organizes and facilitates educational functions such as orientation, academic half days, practice exams, simulation sessions and scholarship events.
• Supports faculty development, which may include CME certificates, workshop organization and newsletter creation.
• Responds to complex inquiries and triages dynamic, sensitive, and confidential issues in varying domains such as resident performance, preceptor issues, financial concerns and other elements of program delivery.
• Supports the Site Leads, faculty and residents in navigating/interpreting University, Faculty of Medicine, and Postgraduate Education policies; provides input into and maintains tracker for site specific guidelines.
• Supports the accreditation processes by identifying areas of risk and providing suggestions for improvement to the PHPM Program Leaders; contributes to accreditation documentation; coordinates logistical aspects of accreditation visits.
• Other duties as required.

Undergraduate Medical Education Program Coordination

• Liaises with public health sites across BC and coordinates clerkship electives for undergraduate medical students, including maintaining One45 with up-to-date clerkship elective information and evaluations.
• Supports the UGME Program Director to promote public health among undergraduate medical students.
• Collaborates on the creation of promotional materials to market the program.
• Supports medical students by responding to inquiries.
• Supports other UGME tasks as needed

Clinical Scheduling:

• Supports the Program Manager in securing resident rotations by collaborating and communicating with various health authorities, clinics, hospitals, and departments to confirm capacity, secure placements and develop draft rotation schedule as directed.
• Ensures preceptors and hospital administrators are aware of the protected academic sessions and resident time off.
• In collaboration with the Program Manager ensure evaluation workflow is set up and tracks completion.
• Addresses and escalates scheduling issues on behalf of the preceptor and residents.
• Responsible for keeping the online scheduling systems (One45 and CPMS) current with resident and preceptor data.
• Liaises with health authority partners to arrange patient system records access, training and hospital access.
• Liaises with PGME office to secure housing for residents.

Academic Curriculum and Sessions:

• Supports scheduling of speakers for Academic Half Day (AHD) topics at the direction of the Program Manager and Faculty Theme Lead.
• Using the learning management system, distributes objectives, cases and all supporting documentation to residents and presenters.
• Responsible for tracking resident attendance at AHD.
• Responsible for securing rooms and video conferencing options and coordinating and troubleshooting issues during the session's delivery, and providing onsite support as needed
• Maintains an in-depth knowledge of the financial policies and procedures in relation to the PHPM and Integrated-PHPM-FM program, with emphasis on resident reimbursement, teaching payments and faculty reimbursement.
• Tracks, calculates and submits academic teaching payments.
• Authorizes expenditures within prescribed limits, triages resident reimbursements paid by PGME and drafts communication pertaining to PGME reimbursement policies.

Assessment & Evaluation:

• Supports the Program Manager to maintain/update individual academic records for residents; including tracking and escalating performance, or professionalism related issues.
• Monitors assessment and evaluation of residents through the online system; responsible for disseminating assessment forms promptly.
• Coordinates and supports the Competency Committee meetings including gathering materials and minuting the meetings as directed.
• Disseminates and tracks completion of resident assessment, teacher assessment and rotation evaluations

Resident Support:

• Maintains accurate resident records in the Resident Management System and One45 relating to vacation and leaves/absences.
• Plans, organizes and executes program events such as orientations and graduations. Supports resident retreats and other events as required.
• Administrative lead for the Wellness Committee including arranging meetings, minuting meetings, action follow up and supporting wellness initiatives as required.
• Responds to inquiries by residents in alignment with the Resident Doctors of BC Collective Agreement, PGME-level policies, and program-specific policies.

Consequence of Error/Judgement

• Errors in monitoring and processing financial transactions may lead to delayed payment to clinical faculty and residents, or funding shortfall for the site.
• With respect to the handling of confidential and delicate matters, inappropriate action may result in breaches of confidence and/or would negatively reflect on the program and could potentially lead to the withdrawal of a teaching site.
• Error in judgment or ineffective communication may lead to loss of educational opportunities, clinical shortages, or even patient safety issues.
• This position will be responsible for access, collection, use and disclosure of personal information in accordance with the BC Freedom of Information and Protection of Privacy Act (RSBC 1996) and other UBC privacy and security policies. This position requires employees to work under strict confidentiality requirements; internal procedures and policies to protect personal information must be followed and adherence to these requirements will be regularly reviewed by the employer.

Supervision Received
Works independently under broad direction. The incumbent is expected to be able to take initiative, problem-solve, and apply discretion to determine course of action and then follow through independently. Reports to the PHPM Program Manager and takes direction from Program Manager, Program Director, Associate Program Director and the Program Director-Undergraduate Medical Education.

Supervision Given
N/A

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

• Previous medical education or post-secondary administrative experience an asset.
• Experience with working in a collaborative, team environment.
• Proven experience in dealing with a diversity of people in a calm, courteous, and effective manner.
• Flexibility to assist with occasional special events outside of normal working hours.
• Familiarity with MS Office Suite and comfortable with navigating a variety of administrative web-based systems.
• Excellent organizational skills including setting priorities and managing multiple tasks.
• Excellent 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 work independently and productively in a hybrid and distributed work environment.