The Island Medical Program (as part of the University of British Columbia’s Faculty of Medicine distributed medical education program) is delivered in collaboration with the University of Victoria, provides medical education 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 on Vancouver Island, enhanced coordination between the undergraduate and the postgraduate administrative offices is required.

A Regional Administrative Office (RAO) has been established to facilitate all medical education activities on Vancouver Island, and to ensure an efficient use of resources.

Reporting to the Regional Administrative Manager the position will work closely with and take direction from the Site Manager of the Victoria Family Practice Residency Program. This position works closely with the Residents, Students, Faculty and Physicians associated with the UBC Department of Family Medicine program – Victoria Site and the Island Medical Program.

The Family Practice Postgraduate

Program (FPPG) Administrator is responsible for first-line support for resident learners. The incumbent will be responsible for coordinating clinical electives in Victoria across disciplines. Scheduling will be provided for Victoria FP residents and for FP residents from our other distributed sites.

The FPPG Administrator will be responsible for a variety of financial processing functions such as resident reimbursements, submitting and tracking faculty or operational expenses. Additionally, the incumbent will track clinical teaching payments for electives. The FPPG Administrator works in an environment which demands accountability, responsibility, accuracy and confidentiality as well as independent decision- making,



the ability to develop processes and to schedule priorities.

This role requires occasional travel between sites, flexibility regarding work hours, and the ability to work after regular hours is required.

Experience

This position requires a minimum of three (3) years of recent experience in a similar position, preferably in a post-secondary or institutional environment or an equivalent combination of education, training, and experience.

Knowledge/Skills/Abilities

- Experience with curricular scheduling/administration and planning events/projects.
- Ability to work independently, within a team setting and with cross-functional, inter-institutional teams.
- Demonstrated strong interpersonal, planning, independent problem-solving and organizational skills.
- Superior skills in verbal and written communication.
- High level attention to detail.
- Demonstrated ability to take initiative, multitask, and work under pressure to meet constant deadlines.
- Ability to exercise high level of tact, discretion and diplomacy, and project positive image especially in stressful
- situations.
- Ability to maintain confidentiality in dealing with information, patients, students and faculty.
- Ability to effectively use MS Office Suite at an intermediate level, (Word, Excel, Access, PowerPoint), web browsers, MS Outlook, survey tools.
- Flexibility working in high-paced environments; invigorated by change.
- Comfortable learning new technologies and experience with audiovisual/videoconference equipment.
- Knowledge of hospital/health authority structure and functioning and a demonstrated understanding of medical terminology is an asset.
- Solid knowledge of database principles and functionality is an asset.
- Experience with One45, or other web-based scheduling, is an asset.
- Broad knowledge of UBC Faculty of Medicine Postgraduate and Undergraduate curriculum and good understanding of University administrative processes is an asset.

📌 Family Practice Postgraduate Program Administrator (Victoria)
🏢 University of Victoria
📍 Victoria