Program Coordinator – APT Residency Programs

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Educational Programming, Level A

Job Title

Program Coordinator – APT Residency Programs

Department

Residency Administration I Department of Anesthesiology, Pharmacology & Therapeutics I Faculty of Medicine

Compensation Range

$4,970.92 - $7,141.92 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

April 15, 2025

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

Job End Date

Apr 30, 2026

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

The position is located within a health-care facility (at VHHSC Site), therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

The UBC Faculty of Medicine provides medical training to more than 3,400 undergraduate, graduate, and postgraduate learners. The educational programs span multiple training sites and are distributed to clinical academic campuses and affiliated regional centers across the province. With the increasing number of learners in the Department of Anesthesiology, Pharmacology, and Therapeutics, enhanced administrative coordination between all distributed sites, diverse training experiences, and central University Administration is required for the delivery of its residency programs.

This position is responsible for educational programming development and delivery for the Anesthesia Residency Program (ANAE), Family Practice Anesthesia Program (in collaboration with the Family Medicine Enhance Program team), and the Pain Medicine Residency Program (PAIN). The main functions include development, implementing and tracking, and evaluating education activities, training plans, and delivery of teaching sessions. This position is also responsible for all educational programming services including lead role as the chief communicator and writer for the ANAE and PAIN Residency programs and acts as the primary liaison between the residency program learners and clinical faculty members within the UBC community and the national residency community.

Organizational Status

Reports directly to the Postgraduate Education Program Manager and indirectly to the Administrative Manager. The incumbent will take direction from and work closely with the Residency Program Directors and will be required to supervise the Senior Program Assistant and Student Assistants within the office.

This position is expected to work independently with minimal guidance, and interact with outside agencies such as the rotation supervisors & site directors of various health authorities and the Royal College of Physicians and Surgeons of British Columbia.

Work Performed

Although the applicant will be working as part of a close-knit team, most of the allocated roles will be independent with the expectation of initiative being used to trouble-shoot and manage.

• Communication and Engagement
  • Liaises with other departments within the University and externally nationwide to ensure resident placement in various rotations, both mandatory and elective.
  • Works independently to provide/respond to residency program stakeholders including resident trainees, hospital-based teaching faculty both locally and at distributed sites across British Columbia, the BCY Subcommittee, and the Postgraduate Medical Education Office (PGME).
  • Plans RPC, CCM, TERC, RASC, and other committee meetings, develops agendas and prepares appropriate materials and presentations, attends meetings, and ensures follow-up actions are completed.  
  • Facilitates and coordinates a robust community engagement strategy for the residency programs.
  • Cultivate relationships with members within the medical education community.
  • Build a strong working relationship with Lead Residents, RPC Resident Representatives, Research Residents, Wellness Champion, Bootcamp & Simulation Residents, and other residents in leadership roles.
  • Initiates staff engagement and team building activities.

• Curriculum Development
  • Interprets curriculum requirements for the residency programs based on the Royal College accreditation requirements, and works directly with Program Directors to design, develop, and write program training plans that meet all programs goals and objectives within policies and procedures established by the University and the RCPSC.
  • Oversee curriculum implementation - recruit faculty/preceptors, Manages academic half day & academic full day schedules, plan mock oral exams, manage mandatory examinations such as the AKTs, and ensure residents complete required courses. Proactively identifies and resolves issues related to the execution of academic sessions.
  • Lead the program’s educational delivery support services in distributing, tracking, evaluating, and reviewing over 100+ resident trainee data. Oversees remedial trainee meetings and correspondences as appropriate.

• Event Organization
  • Organize and prep various events, such as CaRMS and Awards Night.
    • Manages the budget relating to these events

• Finance
  • Didactic teaching payments (TwoPC) – as part of curriculum implementation ensures that payments are processed for all eligible preceptors via the Teaching, Tracking Payment System (TTPS)
  • Validate and verify annual teaching with patient care (TwPC) rotation data, including liasing with other program coordinators to verify resident rotations where Anesthesia or Pain Medicine is the delivery program.  This is done in collaboration with the Postgraduate Education Program Manager and the Administrative Manager to facilitate/ensure that the program(s) receives its budget entitlement in order to remunerate faculty for teaching.
  • Approve resident reimbursements for mandatory travel through the PGME Resident Reimbursement portal, including interpreting applicable policies to determine whether claims are in compliance and that the appropriate reimbursement mechanism is being used

• Project Management
  • Write business plans for new projects & assumes a project management role as appropriate, identifying project opportunities and overseeing the launch of new initiatives.
  • Contributing in the continuous quality improvement projects and data-driven decision-making processes to assess the efficacy of program.
  • Advance ongoing projects, including expanding the residency programs online presence and enhancing community engagement initiatives.
  • Manage project schedules and resources.

• Scheduling
  • Maintain the rotation schedule, ensuring timely updates for any changes.
  • Develop and manage the simulation schedule in collaboration with the Simulation Directors, ensuring all residents complete the required number of simulation sessions.
  • Oversee the Program Events Calendar, including coordinating with the Basic Clinical Year (BCY) Coordinators on mandatory resident events

• System Support
  • Develops and improves the existing electronic information support systems, such as Resident Files.
  • Oversee the accurate alignment and proper input of all systems – One45, Entrada, RMS, CPMS, MS Teams.
  • Grant system access to relevant stakeholders and perform regular audits to revoke access as needed.

• Act as a resource for leadership, informing of new developments that are related to the committees and meetings that this position overseas.
• Supervise education administrative staff within the department’s residency programs. In the absence of the Postgraduate Education Program Manager, ensures coverage and assigns work as appropriate.
• Provide support to colleagues in the Department’s postgraduate education program during absences of the Postgraduate Education Program Manager and/or Program Director(s) as required.
• Updates job manual and job description on an annual basis as needed. Developing an online option for this to be more accessible is a goal of the program.

Consequence of Error/Judgement
This position must exercise good judgement and initiative to handle matters based on the knowledge of the UBC, Departmental and Royal College policies and procedures. New or unusual problems are referred to the Postgraduate Education Program Manager.

Supervision Received
Work is done primarily independently. However, consults the Postgraduate Education Program Manager on new or complex problems.

Supervision Given
Supervise Program Assistants within the residency programs.

Minimum Qualifications
University 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