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Program Administrator, Cowichan Valley

4 months ago

Victoria, Canada University of Victoria Full time

Organizational Unit- University of Victoria -> Division of Medical Sciences -> Island Medical Program- Location- University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)- Posting Close Date- 27 March 2024- Please note that positions will close at 4 p.m. on the closing date.- FTE- 1.0- Salary Grade- $4,799.00 - $4,947.00- Additional Posting Information:
- N/A- Salary posted will be pro-rated based on FTE- Classification- Secretary/PB10- Hours of Work- Monday to Friday, 8:30 am - 4:30 pm- Employee Group:
- CUPE 951 - Regular- # of Hires Needed- 1- Category- Administrative and Support Services- About this OpportunityThe University of Victoria is one of Victoria's largest employers and one of Canada’s best diversity employers. Together we are more than 5,000 dedicated faculty, librarians and staff supporting the University of Victoria’s diverse academic programs, world-class research and commitment to civic engagement.

**_*This position is eligible for a Hybrid Work Arrangement*_**

**_**The incumbent will be located in Duncan at the UBC/IMP Affiliated Regional Centre in Cowichan District Hospital. This role requires occasional travel between sites, flexibility regarding work hours, and the ability to work after regular hours is required.**_**
- Job SummaryThe 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 on Vancouver Island, enhanced administrative coordination between undergraduate and postgraduate medical education is required for the delivery of the Integrated Community Clerkship Program (ICC), Year 3 Rural Family Practice Program and Year 4 Electives.

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

The primary function of this role is to provide administrative support for the planning and delivery of the undergraduate Integrated Community Clerkship (ICC) Program, Rural Family Practice (RFP) program and Year 4 Electives in Cowichan Valley and on Vancouver Island. Responsibilities include significant complex scheduling, preparing program documentation, learning materials, and corresponding with preceptors. The incumbent also provides back up support to the Family Practice Coordinator, Cowichan Valley.

The incumbent will be located in Duncan at the UBC/IMP Affiliated Regional Centre in Cowichan District Hospital. The incumbent will be working in an environment of continuous change and evolution, necessitating the development of new systems and procedures where none previously existed. The Program Administrator interacts extensively with undergraduate medical students, postgraduate residents, faculty members, ICC administrators, family practice and specialty physicians and hospital staff.

This role requires occasional travel between sites, flexibility regarding work hours, and the ability to work after regular hours is required.
- Job Requirements**Experience**:
This position requires a level of education, training, and experience equivalent to 3 years of experience working within a comparable environment.

**Knowledge/Skills/Abilities**:

- Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
- Ability to prioritize and manage time/tasks with attention to detail.
- Ability to problem solve by using judgement, independent thinking and/or analysis.
- Ability to interpret policies and procedures.
- Ability to communicate effectively with individuals from diverse backgrounds and tailor communication style for different audiences and situations.
- Experience scheduling meetings and calendar coordination.
- Experience in maintaining confidential and sensitive information.
- Ability to build and maintain positive working relationships.
- Experience with curricular scheduling/administration and planning events/projects.
- Ability to work independently, within a team environment and with cross-functional, inter
- institutional teams.
- 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.
- 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