Program Coordinator, Clinical Education Interior (RIH)

Job Summary

This position provides complex coordination and administrative oversight for the delivery of distributed Internal Medicine clinical education activities and other Postgraduate Medical Education (PGME) and Medical Undergraduate Program (MDUP) program delivery in the Interior Health Region. Examples of coordination and support for UBC PGME programs include Family Practice, Enhanced Skills: CCFP Emergency Medicine.

Organizational Status

This position reports directly to the Site Coordinator (UG/PG) – Royal Inland Hospital (RIH). The position will also receive direction from UBC, Faculty of Medicine departmental faculty and administrative leaders ((for example Internal Medicine and Enhanced Skills CCFP-EM), as well as other Postgraduate (PG) and Undergraduate (UG) program leadership as appropriate.

This position is expected to work closely and effectively with Faculty Leadership, Program Managers, Program Administrators, Clinical Faculty, and Interior Health administrators throughout the region. The incumbent interacts independently with residents and medical students, clinical faculty, medical office assistants, and hospital administrators across the Interior Health (IH) Authority; as well as with University of British Columbia (UBC) Faculty of Medicine (FoM) departments and distributed sites, and external organizations such as the College of Physicians and Surgeons of British Columbia and Resident Doctors of BC.

Work Performed

Responsibilities include initial assistance with the design and development of the new Internal Medicine (IM) Interior PGME program planned for launch in July 2027. Following program launch, the role is responsible for the effective administration and ongoing operations support for successful program delivery.

Administrative

• Provides complex administrative and program support for distributed Postgraduate Medical Education (PGME) and, Undergraduate Medical Program (MDUP) activities in the Interior region.
• Supports curriculum development, course delivery, and ongoing program design for the Interior Internal Medicine program
• Manages resident remediation, probation, and appeal documentation in accordance with Faculty of Medicine policies.
• Assists with the development of new rotations in the Interior, including supporting Royal College of Physicians and Surgeons of Canada (RCPSC) compliance requirements and onboarding new site leads.
• Acts as a primary point of contact for residents, medical students, faculty, preceptors, medical office assistants, and hospital administrators, ensuring responsive and professional service.
• Responds to program inquiries and interprets policies, procedures, and guidelines related to postgraduate and undergraduate medical education.
• Maintains resident and learner records, personnel files, attendance records, correspondence, and licensure documentation in accordance with UBC and accreditation requirements.
• Prepares and manages resident documentation and correspondence, including confirmation of training, verification letters, credentialing documentation, and other program related paperwork.
• Supports accreditation processes by compiling data, coordinating documentation, and assisting with reviews, surveys, and reporting as required.
• Maintains and updates procedures and operational documentation and contributes to continuous improvement of administrative processes.
• Monitors learner issues, concerns, and performance indicators and escalates matters to Program Directors, Faculty Leads, or Program Managers as appropriate.
• Supports learner wellbeing by facilitating communication between learners, faculty, and administrative leadership and assisting with the coordination of learner supports when required.
• Provides backup coverage for administrative colleagues during absences and performs other related duties as assigned in support of FoM activities in the region
• Maintains and updates procedures manual for the position
• Supports facilities maintenance, operational upkeep, and renovation coordination for Interior Health and the UBC FoM educational and administrative spaces within the hospital-based learning environments

Scheduling

• Develops, maintains, and manages complex schedules for resident and student rotations, electives, call schedules, and academic activities across distributed sites.
• Coordinates Academic Half Days, teaching sessions, and related educational activities, including scheduling, logistics, and communication with faculty and learners.
• Tracks and manages resident vacation, sick leave, conference leave, and other absences using approved systems such as RMS and One45.
• Liaises with internal and external stakeholders, including hospital services and clinical departments, to resolve scheduling conflicts and implement changes as required.
• Liaises regularly with residents, preceptors, facilitators and lecturers to coordinate any scheduling changes. Maintains resident schedules, call schedules, and Internal Medicine resident rounds.
• Arranges electives as required.
• Coordinate and obtain pre-approval for travel to attend academic half days while participating in out-of-town electives.
• Assists Faculty leadership in the development of new rotations within the Interior Health Authority that meet the Royal College Training Requirements for Internal Medicine, including identifying and working with new site leads to establish rotation capacities, creation of rotation-specific objectives, orienting new leads to evaluation systems, coaching residents in difficulty etc.

Assessment and Evaluation

• Coordinates, distributes, and monitors resident and preceptor evaluations using approved UBC systems, such as One45.
• Prepares and coordinates evaluations for review by the Program Director/Faculty Lead, including corresponding with preceptors and forwarding evaluations for review
• Tracks completion of required assessments, including In‑Training Evaluation Reports (ITERs), Entrustable Professional Activities (EPAs), and other program specific evaluation tools.
• Identifies low‑performance evaluations and supports remediation and follow‑up processes in collaboration with faculty leadership.
• Prepares documentation and supports meetings and reviews related to learner progress, assessment outcomes, and program quality.
• Gathers, collates and analyzes information on the discipline rotations/electives, including community and practice profiles, availability, and local contact information
• Liaises with Faculty Leads and Program Managers regarding any learner/preceptor issues; supports conflict resolution and allocates supports for students with issues or concerns they may have during their placements to support their academic well-being in collaboration with SMP Student Affairs
• Supports resident absences and leave requests in RMS/one45 (i.e. vacation dates, conference leaves, sick days, and leaves of absence) and notifies preceptors
• Maintains resident files and tracks academic training record for residents (i.e. leaves, transfers, remediation, part-time training, etc.).
• Prepares documentation as required including reference letters and verification of training letters
• Supports annual process for appointments of Resident Lead and assists with orientation for incoming Resident Lead
• Creates and maintains relevant content on the on-line learning platforms related to PG/UG learner rotations and electives in the region (currently these are MedNET, Entrada and One45)
• Assists with identifying physicians requiring Clinical Faculty appointments and supports the relevant application process
• Assists as required to prepare for Accreditation reviews. This may include compiling data for reporting and providing documentation, surveys, and reviews

Finance

• Supports budget processes and financial forecasting activities using Workday, in accordance with Faculty of Medicine and UBC financial policies.
• Processes and advises on resident reimbursements such as Special Conference funding.
• Tracks and reconciles Resident Activity Fund (RAF) expenditures.
• Processes resident travel, callback, and community rotation reimbursements through approved resident reimbursement systems, ensuring accuracy, timeliness, and compliance with established guidelines.
• Tracks, reconciles, and enters teaching payments in accordance with UBC and Faculty of Medicine policies and procedures, and liaises with relevant members to resolve discrepancies as required.

Meetings, Events, and General Support

• Assists with the planning and coordination of academic events, program meetings, recruitment activities, orientations, and other program related events.
• Supports the Competency Committee activity for post-grad programs, including compiling resident data, preparing documentation, and coordinating related materials and meetings.
• Coordinates meetings and supports standing and ad‑hoc committees, including preparation and distribution of agendas, supporting materials, minutes, and follow‑up actions.
• Provides logistical and administrative support for videoconferencing, room bookings, and educational technology used in program delivery.
• Participates in exam invigilation, Objective Structured Clinical Examinations (OSCEs), and simulated or assessment sessions as required.
• Attends and contributes to program administrative meetings.

CaRMS

• Assists the Interior Associate Program Director with the CaRMS selection process
• Coordinates and organizes recruitment and program information events for the Canadian Residency Matching Service (CaRMS) annual recruitment and selection process, including applicant file review, interviews, information sessions etc.

Consequence of Error / Judgment

This position works within a high performing, collaborative team environment and is expected to actively participate in identifying and implementing solutions to complex issues. The incumbent must be able to work independently, exercise sound judgment, and set priorities in order to manage competing demands. The role requires the ability to make timely decisions, often under pressure, within a dynamic clinical education environment.

This position routinely handles inquiries and situations that may be urgent, contentious, and/or sensitive in nature and therefore requires a high degree of professionalism, discretion, and confidentiality. Errors in judgment, ineffective communication, or failure to apply appropriate policies and procedures may result in damaged relationships within the medical and academic community, including with faculty, preceptors, learners, and health authority partners.

Significant errors may lead to loss of preceptors for Faculty of Medicine education programs, disruption to resident and learner training experiences, and adverse impacts on program delivery. Such outcomes could compromise program effectiveness and result in long lasting negative impacts on distributed medical education in the Interior region.

Supervision Received

This position reports directly to the Site Coordinator (UG/PG) – Royal Inland Hospital (RIH). The position will also receive direction from departmental faculty and administrative leaders (for example Internal Medicine and Enhanced Skills CCFP-EM), as well as other Postgraduate (PG) and Undergraduate (UG) program leadership as appropriate.

The incumbent is expected to work with a minimal level of direct supervision while maintaining a high level of accuracy and accountability. The position requires initiative, strong attention to detail, sound judgment, and the ability to independently problem‑solve and troubleshoot issues as they arise. The incumbent is expected to apply discretion in determining appropriate courses of action and to follow through independently. Unusual or complex issues, or decisions for which clear procedures are not available, are referred to the relevant manager, Program Director or Faculty Lead, or Administrative Director for guidance, advice, and collaboration.

Supervision Given

Provides direction and coordination to others as the main liaison across all Interior sites and with provincial colleagues.

Qualifications

• High school graduation and two (2) years of post‑secondary education. Minimum three (3) years’ 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
• Strong interpersonal, communication (written and verbal), and diplomacy skills.
• Demonstrated project planning skills to meet deadlines and follow up, ensuring deliverables are met.
• Demonstrated ability to develop and maintain effective working relationships with faculty, learners, staff, preceptors, and external partners.
• Excellent organizational skills, with the ability to prioritize competing workloads and manage multiple tasks simultaneously.
• Strong problem-solving skills, sound judgment, and the ability to work independently with minimal supervision.
• High level of accuracy, attention to detail, tact, and discretion, including the ability to handle confidential and sensitive information appropriately.
• Flexibility; comfortable working within ambiguity; invigorated by change, often requiring immediate responses and solutions within a high stakes environment.
• Advanced or intermediate proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and collaboration tools such as MS Teams and SharePoint.
• Ability to learn and work with medical education systems and databases; prior experience with One45, Resident Management System (RMS), and Workday is an asset.
• Ability to work outside of regular business hours as required.
• Familiarity with rural and urban communities throughout the Interior and other British Columbia regional health authorities is an asset.
• Some travel to FoM Education sites and other hospital/clinic sites may be required.
• Role requires flexibility to assist with special events outside of normal working hours.