Program Administrator, Family Practice, Volunteer Patient Program

Organizational Unit - University of Victoria -> Island Medical Program - Location - University of Victoria - Victoria, BC V8W 2Y2 CA (Primary) - Posting Close Date - 20 July 2025 - Please note that positions will close at 4 p.m. on the closing date. - FTE - 1 - Salary Grade - $4,943.00 - $5,262.00 - Additional Posting Information: - N/A - Salary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable. - 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 Opportunity The 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 located at the Royal Jubilee Hospital._** **_*May be eligible for hybrid working arrangement after successful completion of probationary period*_** - Job Summary The Island Medical Program (IMP) is one of UBC’s 4 distributed medical undergraduate education programs (MDUP) in the province and was developed in 2004 as part of the unique provincial plan to increase the number of physicians in British Columbia and to encourage them to establish their practices in under-served areas of the province. The program is a partnership with UBC, UVic and Island Health and IMP students at UVic and Clinical Academic Campuses are connected to their counterparts via state of the art videoconferencing and educational technologies. The MDUP recently underwent a complete 4-year curriculum renewal that was completed in May 2019. The Program Administrator is responsible for the administrative process related to the coordination, implementation and delivery of Family Practice Years 1 & 2 including the First Patient Program, and provides secretarial support to the Curriculum Manager, Patient Programs Coordinator and Family Practice Site Director. The Program Administrator will provide a variety of administrative and secretarial tasks in support of the unit’s efforts and activities. This includes scheduling, organization, implementation and ongoing development of curricular components such as the First Patient Program and Family Practice. This position liaises with students, patients, health care providers and medical office assistants and works collaboratively with local and provincial faculty, course directors, program managers, and staff to ensure the curriculum best supports students’ learning while meeting accreditation requirements. The incumbent is responsible for reviewing and maintaining inventory levels and equipment, and ensuring space is prepared for the Family Practice sessions. The Program Administrator is primarily located at the Clinical Academic Campus Royal Jubilee Hospital site. The position reports to the Curriculum Manager, Year 1 & 2, and works collaboratively with the Family Practice Site Director, Patient Programs Coordinator and other program staff. The incumbent also liaises with faculty and staff at the UBC Faculty of Medicine Vancouver-Fraser (VFMP), Northern (NMP) and Southern Medical Program (SMP) sites, as well as Island Health and UVic. In order to provide effective and efficient support of the unit and all of its activities, this position is occasionally required to work varied hours, including operational hours and beyond, to lunch hour, evenings and weekends in support of unit activities and peak periods. The Administrator will be required to work at any of the program’s Victoria locations as needed. This position will provide coverage in other areas during periods of leave and absence and will be expected to assist with other duties as required. - Job Requirements **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**: - Ability to work independently, within a team environment and with cross-functional, inter-institutional teams. - Demonstrated strong interpersonal, planning, independent problem-solving and organizational skills. - Superior skills in verbal and written communication. - Flexibility working in high-paced environments with frequent changes. - Comfortable learning new technologies and experience with audiovisual/videoconference equipment. - High level attention to detail and accuracy. - 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 informa