Program Coordinator, PHPM Program

Job TitleProgram Coordinator, PHPM Program
Job CategoryCUPE 2950
Job ProfileCUPE 2950 Salaried - Sr Program Asst-Med Ed (Gr8)
Job Family GroupStaff - Union
DepartmentPHPM Program | School of Population and Public Health | Faculty of Medicine
Compensation Range$5,027.00 - $5,413.00 CAD Monthly
Job End DateOngoing
Posting End DateNovember 27, 2026
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
This position is part-time with 0.8 FTE, equivalent to 28 hours per week. Please note that the posted salary range will be prorated to reflect this reduced FTE.
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
This position supports the Public Health and Preventive Medicine (PHPM) and PHPM undergraduate rotations.
The incumbent is responsible for coordination of core operational functions of the program: they will coordinate the resident academic and clinical experiences, implement procedures and processes, coordinate Faculty initiatives, and respond to complex inquiries from learners. In addition, the incumbent coordinates the workflow and activities for the public health theme in the Undergraduate Medical Education Program. The incumbent is given varying degrees of latitude for exercising independent initiative and judgement to develop operational procedures, determine priorities, and coordinate program deliverables.
The Program Coordinator is required to have an extensive understanding of programmatic, site and Faculty of Medicine (FOM) policies and procedures. Additionally, incumbents will develop a large network of relationships with stakeholders within the Health Authorities, Hospital Departments, UBC units, and Postgraduate Offices.
Organizational Status
Reports to the PHPM Program Manager. Takes direction from Program Manager, Program Director, Associate Program Director and the Program Director-Undergraduate Medical Education. Interacts with preceptors, residents, medical students and various healthcare professionals and organizations, along with the office of Postgraduate Medical Education in the UBC Faculty of Medicine.
The School of Population and Public Health (SPPH) is part of the Faculty of Medicine at the Vancouver campus of the University of British Columbia. The School offers six graduate programs (Masters and PhD level) along with a Residency program and undergraduate courses, with a total enrolment for the graduate programs of approximately 350 students. In addition to program-based functions, program managers work collaboratively with other managers and administrative staff in support of the overall education mission of the School.
Work Performed
Program Delivery:
Coordinates workflow and operational processes for the PHPM and PHPM-FM programs.
In collaboration with the PHPM Program Manager, organizes and supports Resident Program Committees; prepares meeting materials, takes minutes and provides additional meeting/workshop support as needed.
Organizes and facilitates educational functions such as orientation, academic half days, practice exams, simulation sessions and scholarship events.
Supports faculty development, which may include CME certificates, workshop organization and newsletter creation.
Responds to complex inquiries and triages dynamic, sensitive, and confidential issues in varying domains such as resident performance, preceptor issues, financial concerns and other elements of program delivery.
Supports the Site Leads, faculty and residents in navigating/interpreting University, Faculty of Medicine, and Postgraduate Education policies; provides input into and maintains tracker for site specific guidelines.
Supports the accreditation processes by identifying areas of risk and providing suggestions for improvement to the PHPM Program Leaders; contributes to accreditation documentation; coordinates logistical aspects of accreditation visits.
Other duties as required.
Undergraduate Medical Education Program Coordination
Liaises with public health sites across BC and coordinates clerkship electives for undergraduate medical students, including maintaining One45 with up-to-date clerkship elective information and evaluations.
Supports the UGME Program Director to promote public health among undergraduate medical students.
Collaborates on the creation of promotional materials to market the program.
Supports medical students by responding to inquiries.
Supports other UGME tasks as needed
Clinical Scheduling:
Supports the Program Manager in securing resident rotations by collaborating and communicating with various health authorities, clinics, hospitals, and departments to confirm capacity, secure placements and develop draft rotation schedule as directed.
Ensures preceptors and hospital administrators are aware of the protected academic sessions and resident time off.
In collaboration with the Program Manager ensure evaluation workflow is set up and tracks completion.
Addresses and escalates scheduling issues on behalf of the preceptor and residents.
Responsible for keeping the online scheduling systems (One45 and CPMS) current with resident and preceptor data.
Liaises with health authority partners to arrange patient system records access, training and hospital access.
Liaises with PGME office to secure housing for residents.
Academic Curriculum and Sessions:
Supports scheduling of speakers for Academic Half Day (AHD) topics at the direction of the Program Manager and Faculty Theme Lead.
Using the learning management system, distributes objectives, cases and all supporting documentation to residents and presenters.
Responsible for tracking resident attendance at AHD.
Responsible for securing rooms and video conferencing options and coordinating and troubleshooting issues during the session's delivery, and providing onsite support as needed
Maintains an in-depth knowledge of the financial policies and procedures in relation to the PHPM and Integrated-PHPM-FM program, with emphasis on resident reimbursement, teaching payments and faculty reimbursement.
Tracks, calculates and submits academic teaching payments.
Authorizes expenditures within prescribed limits, triages resident reimbursements paid by PGME and drafts communication pertaining to PGME reimbursement policies.
Assessment & Evaluation:
Supports the Program Manager to maintain/update individual academic records for residents; including tracking and escalating performance, or professionalism related issues.
Monitors assessment and evaluation of residents through the online system; responsible for disseminating assessment forms promptly.
Coordinates and supports the Competency Committee meetings including gathering materials and minuting the meetings as directed.
Disseminates and tracks completion of resident assessment, teacher assessment and rotation evaluations
Resident Support:

Skills
Documentation