Portfolio and Assessment Coordinator

Staff - Union

Job Category

CUPE 2950

Job Profile

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

Job Title

Portfolio and Assessment Coordinator

Department

Assessment Operations Support | Medical Undergraduate | Faculty of Medicine

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

November 8, 2025

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

Job End Date

Ongoing

Job Description Summary

The incumbent will liaise with faculty and staff at all sites in the distributed Undergraduate Medical Program (UGME) to support the implementation of the Portfolio assessment modality and will be responsible for supporting the delivery of portfolio sessions at the Vancouver Fraser Medical Program (VFMP) program site.

Organizational Status

Our Vision: To Transform Health for Everyone.

Ranked among the world’s top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 12,000 faculty and staff are training the next generation of doctors and healthcare professionals, making remarkable discoveries, and helping to create pathways to better health for our communities at home and around the world.

The faculty—comprised of approximately 2,200 administrative support, technical/research and management and professional staff, as well approximately 650 full-time academic and over 10,000 clinical faculty members—is composed of 19 academic basic science and/or clinical departments, three schools, and 23 research centres and institutes. Together with its University and Health Authority partners, the faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province.

The incumbent reports to and receives direction from the Manager, Provincial Learner Assessment Team (Vancouver). This position will interact with faculty members, students, staff, and other academic and administrative units.

Work Performed

Portfolio
- Recruits Portfolio Coaches for VFMP for years 1-4, creates the portfolio schedule and processes portfolio coach payments. Acts as the main administrator and point of contact for VFMP portfolio coaches and troubleshoots as needed.
- Acts as the Activity Tracker for the Teaching Tracking Payment System (TTPS).
- Acts as the central point of communication for coaches, faculty, and staff regarding portfolios.
- Coordinates communication with coaches for VFMP, which may include the use of Outlook calendar invites to schedule small learning group sessions and various faculty development sessions.
- Creates new procedures and documentation to ensure the approach to the Portfolio is consistent between Years 1-4.
- Provides administration coordination for meetings, orientations, various sessions, and workshops. This includes two regular meetings: the Portfolio Site Lead meeting (monthly) and the Portfolio Advisory Group meeting (bi-monthly). Responsibilities include preparing agenda; compilation of background materials; documentation of decisions and communication to relevant parties; taking minutes; following up with decisions and tracking action items; and arranging room bookings (including audiovisual requests and on-site troubleshooting). Communicate with committee members regarding the distribution of confidential materials.
- Provides administrative support for creating, revising, and documenting coach and student curricular material (guides, checklists, calendars etc.), along with various student and coach presentation material and projects (e.g. student video, PowerPoint presentations).
- Maintains the Learning Management System for Portfolio.
- Manages and creates an appropriate filing system for portfolio documentation.

Student Assessment
- Programs FLEX/FoS, Clinical Skills, CBL and Family Practice, and workplace-based assessments (WBA) in One45 and works collaboratively with the Years 1 and 2 Assessment and Evaluation (A&E) Coordinators across the province.
- Ensures the collection of completed assessment forms and assignments at the appropriate time.
- Develops and implements administrative procedures related to the implementation of assessments in order to ensure they are sustainable and in accordance with department/UGME policy.
- Distribute and collect assessment materials and associated documentation to the appropriate student groups and faculty.
- Participates and/or invigilates in written and online examinations, approximately 2-4 exams per term.
- Uploads Individual Score Reports for Year 1 and 2 assessment; supports Year 3 and 4 uploads on an as-needed basis.

Performs other related duties as necessary in keeping with the qualifications and requirements of the job.

Consequence of Error/Judgement

Errors tha