Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Administration, Level B

Job Title

Residency Program Manager

Department

Administrative Management | Department of Pathology and Laboratory Medicine | Faculty of Medicine

Compensation Range

$6,747.50 - $9,701.42 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

October 5, 2025

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

Job End Date

Ongoing

The anticipated start date for this position is November 24, 2025.

In your application please include (1) a cover letter, and (2) a CV or resume.

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 Residency Program Manager has both key strategic and operational roles for the planning and delivery of six accredited postgraduate residency education programs: General Pathology; Anatomical Pathology; Medical Microbiology; Medical Biochemistry; Neuropathology; & Hematopathology; as well as the Area of Focused Competence (AFC) Diploma Program in Transfusion Medicine and Paediatric and Perinatal Pathology and the clinical fellowships. Programs must meet or exceed national accreditation standards, which are currently undergoing a multi-year transformational change initiative aimed at implementing a Competency-based Medical Education approach to residency training and specialty practice in Canada. This position is responsible for providing project management during the phased in implementation, creating and managing effective change management and communication plans, coordinating the timing of implementation, ensuring the ongoing success of the programs, and meeting accreditation standards.

Organizational Status
The incumbent is responsible for the administration of the residency and AFC programs and reports directly to the Director, HR and Admin in the Department of Pathology and Laboratory Medicine and works closely with the Directors of each Residency Program, AFC programs and clinical fellowships , and The incumbent supervises two Program Assistants, a worklearn student and with the Finance Manager, Finance Assistant, Residents, and Fellows and has frequent contact with the Faculty of Medicine - Undergraduate Medical Education and Postgraduate Medical Education Offices, College of Physicians & Surgeons of BC (CPSBC), and the Royal College of Physicians and Surgeons of Canada (RCPSC). This position provides day-to-day oversight of one full-time Program Assistant.

Work Performed

COMPETENCY BY DESIGN (CBD) & ACCREDITATION

• Responsible for providing project management during the phased in Competency By Design (CBD) implementation, including creating and managing effective change management plans, communication plans, coordinating the timing of implementation and providing adequate training.

• Develops, coordinates and implements the evaluative feedback strategy and project plans.

• Responsible for providing oversight and management of the accreditation process for all of the UBC Pathology and Laboratory Medicine postgraduate residency education accredited programs, including ensuring all residency programs CBD initiatives align with the RCPSC General Standards for Accreditation for Residency Programs and the Standards of Accreditation for Residency Programs.

• Ensures changes to the accreditation process (both general and discipline specific) are reflected in the programs CBD implementation plan.

• Responsible for implementing change management strategies and communication plans to faculty, residents and staff, including the education of these individuals about internal and national policies, procedures and new accreditation standards.

• Collaborates with the various Program Directors as required to support the accreditation portfolios and to ensure compliance with deadlines and submissions to RCPSC.

• Ensures implementation of evaluative feedback activities comply with ethical requirements.

• Serves as the single point subject matter expert and maintains contact with RCPSC in reporting on the status of implementation and adherence to CBD accreditation schedule.

• Plans and manages events such as: training; focus groups; seminars; and other vehicles for communication expectations; including implementation of status and project timelines.

ADMINISTRATION

• Advises and participates in development, planning, and delivery of the Residency and AFC Programs.
• Oversees the administration of the yearly CaRMS (Canadian Residency Matching Services) application process, including processing of CaRMS applications and ranking of candidates.
• Plans and delivers orientation sessions for new residents and fellows to facilitate their integration into the program. Reviews and revises orientation materials and the Resident Policies and Procedures Handbook on a yearly basis.
• Prepares and analyzes statistical reports for the Program Directors and documentation for RCPSC on-site Accreditation Surveys and Internal Reviews.
• Oversees residency placement progress.
• Oversees the yearly rotation scheduling for all Pathology residents, other UBC post-graduate residency programs, and out-of-province and out-of-country elective residents.
• Develops, coordinates and implements policies and procedures, ensuring they comply with UBC Policies, the RCPSC standards and the CPSBD requirements.
• Serves as the public relations officer for each of the pathology residency programs including responding to inquiries.

-Recruits, trains, manages, evaluates, and if necessary, disciplines and terminates staff. -Identifies workload needs and skill upgrading needs of program staff and ensures appropriate training is received.

• Coordinates and manages the recruitment of new Program Directors.

• Drafts articles for the Departmental newsletters and maintains the Department s website residency program content.

• Develops and maintains systems for more efficient and effective implementation of the programs and projects. Provides daily oversight on operational functions including IT, Equipment, Space and Secured Access for residents and the Program Directors.

• Collaborates with Program Directors in the appointment and promotion of residents within each of the pathology residency programs.

• Oversees and manages annual Education events and special projects, which include the Resident Graduation and Awards Banquet, Academic Half Days, the Annual Management Course, attendance at various common courses such as the Genomics course, PALS, and other events as required.

FINANCE

• Develops, implements, and analyzes budgets; allocates and monitors expenses and resolves discrepancies as needed. Oversees all expenditures (determining eligible expenses against budget allocations), evaluates financial priorities and oversees the maintenance of internal records. Participates in evaluating and making recommendations for cost reductions with the Program Directors.

• Reviews annual PGME budget allocations for each of the six residency programs, the fellowship program and the external trainee funding allocations.

• Monitors the overall budget and makes sure there are no over expenditures, making suggestions around budgeting as necessary.

• Works directly with the Finance Manager on any funding discrepancies.

• Works closely with the Finance Manager on all of the program budgets, ensuring expenses are eligible and charged to the correct PG.

• Develops policies, in collaboration with the Program Directors and Fellow supervisors, for spending of external funds received for Fellows.

• Presents budgets, which includes external funding available to each program at the Resident Program Training Committee (RPTC) quarterly meetings.

• Oversees data collection and data quality for the Teaching Tracking Payment System for Clinical Faculty.

COMMITTEES

• Co-ordinates, attends and participates in meetings of the Resident Program Training Committee (RPTC), Competency Committee (CC) and the Program Directors Executive Committee (PDEC) meetings.

• Participates in the Chief Residents meeting.

• Contributes to the Trainee Awards Committee.

• Participates in the Postgraduate Medical Education Coordinators Advisory Group (PGMECA).

• Other duties as required.

Consequence of Error/Judgement
This position requires working effectively and with a significant degree of freedom and self-direction, within a relatively flat organizational structure, when dealing with design, development and delivery of a new evaluative faculty and resident feedback program and a program accreditation system. A high level of confidentiality and sensitivity is required in dealing with faculty and resident evaluations. Tact and sensitivity are required. Works with considerable autonomy and independence on evaluation and accreditation programs within the portfolio. Communications can be sensitive and confidential and a high level of discretion and tact in handling sensitive issues.

Supervision Received
Works autonomously with no managerial direction in assigned areas. Work is reviewed in terms of sound management practice and achievement of specific objectives.

Supervision Given
This position is responsible for managing and evaluating the Residency Admin Program Assistant, whose work includes scheduling, assisting residents, tracking evaluations of residents and supervisors, and processing payments.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of three 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 post- graduate training, in particular, a residency training program setting preferred.
• Experience with UBC policy and procedures around residency training an asset. Financial and budgeting experience.
• Ability to manage and resolve issues as required while exercising judgment.
• Ability to be thorough, accurate, and have a high level of attention to detail.
• Ability to communicate professionally and effectively, verbally and in writing.
• Ability to provide quality support to the residents and program directors in a courteous, effective and patient manner.
• Ability to analyze problems, identify key information and issues and problem solve.
• Strong organizational and interpersonal skills.
• Ability to exercise initiative, tact and discretion with a wide range of individuals.
• Ability to work a flexible schedule including early morning meetings and evening and weekend events as required.
• Ability to work efficiently independently and in a team environment.
• Advanced computer skills in Word, Excel, Access, PowerPoint, RMS, and One45.
• Performs other related duties and participates in projects as required.