Staff - Union

Job Category

CUPE 2950

Job Profile

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

Job Title

Program Coordinator, Emergency Medicine UGME

Department

Administrative Management | Department of Emergency Medicine | Faculty of Medicine

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

January 1, 2026

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

Job End Date

Ongoing

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 Summary
The Program Coordinator is responsible for the day-to-day administration and operational coordination of the UBC Department of Emergency Medicine (DEM) Undergraduate Medical Education (UGME) program, with a primary focus on Year 3 Clinical Clerkships and Year 4 Electives. The Program Coordinator is the primary contact for the Department of Emergency Medicine Undergraduate Medical Education Program. The position requires a thorough knowledge of Faculty of Medicine UGME policies, procedures, and accreditation requirements.

The Program Coordinator supports the effective day to day planning and delivery of the Emergency Medicine undergraduate clinical education by coordinating schedules, rotations, evaluations, learning materials, and communication across teaching sites. The role ensures program activities are delivered in accordance with faculty and national accreditation standards and contributes to the ongoing improvement of administrative and educational processes.

Working Conditions: The position is located in the DHCC facility located at 2775 Laurel Street, Vancouver, BC. This position may require occasional travel between sites.

Organizational Status
Works closely with the Emergency Medicine Undergraduate Program Director and reports to the DEM Administrative Manager. Works independently under broad direction.

Work Performed
Program Coordination and Operations

• Coordinates administrative and operational activities of the Emergency Medicine UGME program across distributed sites (VFMP, IMP, NMP, SMP), ensuring timely and accurate sharing of schedules, program requirements, and related information.
• Works closely with the Undergraduate Program Director to support planning, scheduling, and delivery of the program, including the development and maintenance of effective workflows and administrative systems.
• Collaborates with undergraduate program support staff at distributed sites, provides guidance and resources to support consistency in Emergency Medicine program delivery and administrative processes.
• Prepares and distributes program-related documentation and correspondence for students, preceptors, and faculty.
• Develops and maintains orientation materials for Emergency Medicine rotations and ensures timely distribution to students

Years 3 and 4 Emergency Medicine Clerkship and Electives Support

Supports the delivery of the Year 3 Emergency Medicine Clerkship and Year 4 Emergency Medicine electives in accordance with Faculty of Medicine and accreditation requirements.

• Coordinates detailed scheduling for Years 3 and 4 to ensure required clinical learning experiences and achievement of educational objectives.
• Maps out Year 3 student rosters for each academic year for all sites in VFMP and distributes information to all site leads and support staff.
• Responsible for One45 setup: including set up of rotation schedules, evaluation workflow, send-outs and assessment forms for Year 3 and Year 4 rotations in VFMP. Reviews capacity for VFMP Electives and provides capacity updates to One45 for elective match.
• Ensures student assessment of preceptors for Year 3 seminars (VFMP ) are completed in One45
• Monitors and follows up on outstanding preceptor evaluations to support timely completion in keeping with accreditation standards
• Receives student and faculty low performance flags via One45 and monitors for follow up and communication with Program Director, Site Leads and Dean’s Office.
• Coordinates, formats, and posts and distributes educational resources and reference materials via ENTRADA or other electronic methods as required.
• Prepares and distributes Year 3 and Year 4 Emergency Medicine pre-rotation communications to VFMP students.
• Maintains and updates seminar schedules for each VFMP rotation group and ensures accurate inclusion in orientation packages.
• Contacts faculty and schedules them for VFMP didactic teaching and acts as liaison with faculty and staff regarding teaching assignments.
• Supports the Year 3 VFMP seminar series by coordinating room and/or Zoom bookings, distributing seminar teaching materials, and sending weekly confirmations to students and tutors.
• Attends and provides support on site to in person VFMP Year 3 person teaching when necessary (i.e. casting workshops, sim sessions, in person seminar set up)
• Organizes remedial clinical rotations for Year 3 and Year 4 students when required.
• Receives and processes VFMP elective requests through One45, allocates placements, communicates placement details, and follows up to ensure deadlines are met.
• Prepares and coordinates the annual update of Emergency Medicine elective descriptions and ensures posting to One45 by required deadlines.
• Receives and processes elective requests from Visiting Students for placements in the Vancouver/Fraser Program including Sechelt Hospital.
• Provides administrative support for Year 4 Emergency Medicine electives in One45 by updating student placements following opt-outs, approving student changes as prompted in One45, and communicating elective student names, contact information, and rotation dates to site leads for applicable teaching sites.
• Prepares and maintains detailed tracking documents to ensure accurate records of student and preceptor placements.
• Works collaboratively with Program Administrators and Discipline Specific Site Leads (DSSLs) to support student placement processes and assist with resolving placement capacity issues.
• Reviews student Accommodations and Letters of Concession to ensure students are placed at appropriate sites and communicates with site, maintaining confidentiality of highly sensitive information
• Acts as an Activity Tracker in the Teacher Tracker and Payment System (TTPS) for Year 3 Clerkship and Year 4 Electives at VGH, UBC, MSJ, SPH and Sechelt Hospitals ensuring timely and accurate data entry to meet quarterly reporting deadlines. (Didactic and bedside teaching)

Preceptor and Student Support

• Provides guidance and assistance to clinical preceptors regarding program practices, policies, procedures, and required administrative or electronic systems, including scheduling and record-keeping tools.
• Acts as a point of contact between students, preceptors, and the Department of Emergency Medicine regarding rotations, placements, payments, assessments, and evaluations.
• Responds to routine and non-routine student enquiries by interpreting eligibility criteria, policies, and procedures, and determining appropriate next steps or referrals.
• Identifies program-related issues affecting students or preceptors and brings forward to the Undergraduate Program Director and Discipline Specific Site Leads (DSSL) as appropriate.
• Reports concerns related to student or preceptor conduct when actions or behaviours are inconsistent with course expectations, University policies, or professional standards.
• Reviews any Accident/Incidents occurring in the clinical setting (i.e. needle stick injuries) and ensures event is reported to UBC CaIRS and that appropriate care and follow up is provided to the student – communicating with student/faculty and UBC Safety and Risk Services.
• Ensures clinical preceptors have active Clinical Faculty appointments.
• Prepares and coordinates the distribution of Preceptor Teaching Packages and Student Manuals.
• Maintains and updates the list of preceptors interested in supporting Year 1 and 2 UBC medical student shadowing requests.
• Provides operational support to the Dean’s Office for the Year 2 Transition into Clinical Education (TiCE) Wound Management Course, including scheduling and communicating with tutors (VFMP), supply ordering, overseeing set up of lab and running of work shop on UBC campus.
• Provides support with tutor recruitment, scheduling, and communication to support the Year 4 Transition into Professional Practice (TiPP) EM run workshops (Headache/Seizure Syncopy and Mini ACLS) in VFMP.
• Serves as an invigilator for two to three (Year 3 Block Exam) multiple-choice examinations per academic year, typically at the Point Grey campus.
• Attend monthly UBC FOM Year 3/Year 4 Subcommittee Meetings
• Attend bi-monthly Teacher Assessment Support Advisory Council Committee meetings.
• Coordinates and prepares agenda, drafts minutes and compiles documents for the DEM Undergraduate Curriculum Committee Meeting, held bi-monthly.

General Responsibilities

• Performs administrative duties such as coordinating meetings, preparing agendas, drafting and compiling documentation, and recording minutes.
• Works with Department of Emergency Medicine and Dean’s Office staff and faculty to support the development, implementation, and communication of administrative systems and procedures.
• Participates in continuous quality improvement activities related to Emergency Medicine education delivery.
• Creates and maintains procedures documentation, job manuals, and document retention records for the position.
• Attends Department of Emergency Medicine administrative meetings as required.
• Performs other related duties consistent with the qualifications and requirements of the position, including vacation coverage.

Consequence of Error/Judgement

Accuracy and confidentiality are critical due to the handling of sensitive student and faculty information. Errors may have significant implications for learners, faculty, scheduling, and the reputation of the Faculty of Medicine. The position requires sound judgment, strong organizational skills, attention to detail, and the ability to resolve issues where established policies or procedures may not exist. Tact and discretion are essential when addressing sensitive matters.

Supervision Received
Reports to the Department of Emergency Medicine (DEM) Administration Manager. Receives direction from and works closely with the Emergency Medicine Undergraduate Program Director.

Supervision Given
None

Minimum Qualifications
High School graduation, plus two year post-secondary diploma, plus four years of related experience, or an 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

• High school graduation plus two-year post-secondary education with training in administrative and computer skills, office procedures and practices, minimum four years related experience or three years relevant UBC experience or an equivalent combination of education and experience.
• Experience in an outpatient setting preferred
• Knowledge of clinic and University administrative processes an asset.
• Ability to type 60 wpm and operate normal range of office equipment.
• Ability to exercise high level of tact and discretion.
• Ability to maintain high level of accuracy and attention to detail.
• Demonstrated ability to take initiative, set priorities and work under pressure to meet constant deadlines.
• Ability to work both independently and within a team environment is paramount.
• Ability to deal with a diversity of people in a calm, courteous and effective manner.
• Ability to listen actively and attentively and obtain clarification as required.
• Ability to analyze problems, identify key information and issues, take initiative, exercise good judgment and effectively resolve problems.
• Strong interpersonal and problem-solving skills.
• Strong written and verbal communication skills. Ability to compose correspondence and other written material.
• Superior organizational skills.
• Ability to manage during stressful times and to manage change effectively.
• Ability to make logical and sound decisions, and to know when to act independently or to seek assistance.
• Ability to work flexible hours.
• Ability to travel between sites on occasion.
• Proficiency in English, grammar, spelling and punctuation a must.
• Intermediate to Advanced proficiency with the following software required: (MS Word, Excel, ENTRADA, Resource Scheduler, Qualtrics, One45 Eval, TTP, Internet Programs/Email software and Web Browser).