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*

As part of your application, please include a cover letter that demonstrates your relevant skill set.

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 information, patients, students and faculty.
• Ability to read and interpret documents such as rules, equipment and software operating and maintenance instructions and procedure manuals.
• Proficient with Microsoft Office, Excel, PowerPoint, Sharepoint and Filemaker Pro, or equivalent and other software and audiovisual teaching equipment such as Zoom, Piazza or online survey tools.
• Proficient in English language skills.

Assets/preferences:

• Experience using and assisting others to use audiovisual equipment is an asset.
• Experience with curricular scheduling/administration and planning events/projects is an asset.
• Broad knowledge of UBC Faculty of Medicine Undergraduate curriculum and good understanding of university administrative processes is an asset.
• Experience with web-based scheduling is an asset.
• Experience working in a University and/or a health care setting is an asset.
• 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.

Specialized Knowledge/Education:

Secondary school graduation or equivalent.

Territory Acknowledgement: We acknowledge and respect the Lək̓ʷəŋən (Songhees and Xʷsepsəm/Esquimalt) Peoples on whose territory the university stands, and the Lək̓ʷəŋən and WSÁNEĆ Peoples whose historical relationships with the land continue to this day.

Equity Statement: UVic is committed to upholding the values of equity, diversity, inclusion and human rights in our living, learning and work environments. In pursuit of our values, we seek members who are eager to actively participate in that shared responsibility. We actively encourage applications from members of historically and systemically marginalized groups.

Read our full equity statement here: www.uvic.ca/equitystatement.

Accessibility Statement: If you anticipate needing accommodations for any part of the application and hiring process contact: uviccareers@uvic.ca Any personal information provided will be maintained in confidence.

What UVic Offers: To learn more click here