Postgraduate Program Coordinator

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Educational Programming, Level A

Job Title

Postgraduate Program Coordinator

Department

Postgraduate Medical Education Support | Department of Medicine | Faculty of Medicine

Compensation Range

$4, $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

December 1, 2025

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

Job End Date

December 14, 2026

Please note: This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

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 Description Summary

The position provides operational management for scheduling and advising residents in the Postgraduate Education Program in the Department of Medicine's Internal Medicine Training Program. The Internal Medicine Training Program is the largest centralized program in the Faculty of Medicine and the second largest Internal Medicine Training Program in Canada. With this comes a complexity that is unique to the Department of Medicine and this position in particular.

The responsibilities of dealing with the day-to-day operational requirements of such a large program are at a high level and involve a strong understanding of the relationships between the numerous teaching hospitals, regional/community sites, and the Faculty of Medicine. A strong knowledge base along with effective organization and communication skills is required in order to effectively support the training program in an efficient manner.

This position interacts with Departmental Division Heads/Service Heads, Postgraduate Dean's Office and other Program Administrators within the Faculty of Medicine. Successful planning, decision-making and implementation involve a unique understanding of the complexities and numerous issues that are part of a large, diverse program. This position is responsible for and has the autonomy to make decisions on and leads the program in the components of scheduling, events, and resident advising.

Organizational Status

The position reports directly to the Postgraduate Vancouver Program Manager, and supports the Postgraduate Program Director and Associate Program Directors.

Work Performed

Administration:

• Develops the annual rotation schedule for PGY 1-4 Medical Residents across 9 major affiliated teaching sites, covering 70+ rotations and approximately 2400+ rotations.

• Implements scheduling revisions to align with accreditation standards, program objectives, and operational requirements across sites.

• Leads the Scheduling Committee, coordinating meetings, drafting documentation and implementing decisions in collaboration with faculty and program leadership.
• Coordinates the placement of external residents from other disciplines in partnership with hospital and departmental representatives.
• Develops and delivers administrative systems supporting residency scheduling, rotation management, and program reporting requirements.
• Collaborates with the Postgraduate Dean's Office and affiliated sites to monitor compliance with the training requirements of the Royal College of Physicians and Surgeons of Canada.

Resident and Program Support:

• Serves as the primary resource for residents on scheduling policies, rotation and vacation change requests, and other program-related processes.
• Provides guidance and oversight to Program Assistants supporting scheduling and residency administration.
• Drafts fellowship reference letters and related documentation on behalf of the Program Director.
• Collaborates with program leadership on operational planning, process improvement, and implementation of program changes
• Participates as a member of the Residency Training Committee and the Competence Committee, providing administrative guidance as required.
• Plans and coordinates orientation and other resident engagement events.
• Provides advice to the Program Director and Program Manager on program operations and ongoing matters.
• Oversees program administration during the absence of the Program Manager.
• Performs related duties as required.

Supervision Received

Work is done independently. Consults the Vancouver Program Manager and Program Director on matters of an unusual nature as required.

Supervision Given

This position is responsible for supervising and training CUPE 2950 staff in the areas of schedule delivery and resident advising including managing work study students. Oversees work flow, monitors output, and provides feedback, as necessary, to the Vancouver Program Manager.

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

Preferred Qualifications

• Experience working in a postgraduate training setting and experience with UBC policies, procedures preferred.
• 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
• Ability to be thorough, accurate, and have a high level of attention to detail.
• Ability to communicate effectively verbally and in writing.
• Ability to exercise sound judgment.
• Ability to provide quality service to customers in a courteous, patient manner.
• Ability to analyze problems, identify key information and issues, and effectively resolve.
• Ability to deal with a diversity of people in a calm, courteous, and effective manner.
• Ability to exercise tact and discretion. Strong organizational, analytical, and interpersonal skills.
• Ability to work a flexible schedule including early morning meetings and evening and weekend events as required.
• Ability to work effectively independently and in a team environment.