Program Manager, Family Practice

University of British Columbia - Vancouver, BC (30+ days ago)

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Job Posting

Job ID:

Vancouver - Hospital Site

Employment Group:
Management&Professional (AAPS)

Job Category:

Classification Title:
Administration, Level B

Business Title:
Program Manager, Family Practice

Faculty of Medicine

Medicine,Udrgrd Ed.(Dean'sOff)

Salary Range:
$66,787.00 (minimum) - $80,176.00 (midpoint) - $96,212.00 (maximum)

Full/Part Time:


Desired Start Date:

Funding Type:
Budget Funded

Closing Date:

Available Openings:

Guiding principle: "Midpoint" of the hiring salary range means the individual possesses full job knowledge, qualifications and experience.

Job Summary

Responsible for strategically managing and coordinating all aspects of administration and delivery of the Family Practice curriculum for all four years of the medical program in the Faculty of Medicine.

The incumbent is part of a provincial team and is key in planning and execution to ensure the successful delivery of Family Practice experiences across all four years of medical undergraduate education. This position has dual responsibility to lead the Vancouver Fraser Medical Program (VFMP) site, as well as provincial oversight to support delivery of the Family Practice curriculum provincially by collaborating with partner sites (IMP, NMP and SMP) to review and develop Family Practice administrative systems and processes. The position is part of a provincial team that works closely with provincial faculty, course managers, and program staff at all sites to facilitate program planning and development.

Organizational Status

The position reports jointly to the Administrative Director, VFMP and Administrative Director, Family Practice and will receive direction, as appropriate, from faculty.

This position has extensive contact with faculty and staff, hospital administrators, and students.

Work Performed

  • Working in collaboration with the Program Manager, Clinical Skills, oversees the development and adherence to a schedule for family practice experiences that aligns with timing for clinical sessions for Years 1 and 2.
  • Collaborates with relevant faculty and staff to oversee the development of a provincial scheduling for Years 3 and 4.
  • Assesses and develops program objectives and priorities in conjunction with Faculty, and the Administrative Directors, as needed.
  • Leads and facilitates program planning and development with Family Practice program staff and Faculty at distributed sites.
  • Monitors and reviews all Family Practice activities to ensure the optimal delivery of the program for Years 1 - 4.
  • Oversees the compilation and distribution of learning and teaching materials according to curricular needs and priorities.
  • Chairs meetings, as needed, and sits on relevant program committees including Curriculum Committees, VFMP Curriculum renewal/planning meetings, and Student Assessment Committees
  • Develops a programmatic preceptor recruitment strategy for Years 1 - 4. Consults with provincial Family Practice staff and faculty and ensures staff and faculty buy-in regarding new policies and practices.
  • Liaises with the Evaluation and Assessment Unit (EAU) and Evaluation Studies Unit (ESU) program staff to ensure the accuracy of schedules and student data.
  • Works collaboratively with stakeholders across the province to develop and refine processes and systems for curriculum delivery.
  • Addresses student concerns regarding scheduling and advises on the appropriate path to resolve other concerns.
  • Manages the Years 1 -4 Family Practice accounts.
  • Authorizes payments, expenses, and exceptions, per established guidelines for the speedchart and in the Teaching Tracking Payment System.
  • Validates and approves exceptions in the Teacher Tracking and Payment System (TTPS) for Family Practice.
  • Supervises Activity Trackers and ensures team are on time to meet TTPS tracking deadlines.
  • Recruits, interviews, orients and trains new Family Practice staff members. Conducts performance reviews, probationary interviews and implements disciplinary procedures when appropriate.
  • Monitors Family Practice staff attendance in accordance with the UBC CUPE and M&P Collective Agreements.
  • Directs and manages the work flow and most effective utilization of Family Practice team members.
  • Assesses training and knowledge base needs of Family Practice staff, providing support and encouragement to help them achieve their career goals.
  • Improves, streamlines, and aligns administrative processes across all four years, spanning VFMP and the Department of Family Practice, and considers process alignment across all provincial sites.
  • Participates in the invigilation of student examinations.
  • Other duties as required, at the discretion of the Administrative Directors.
Supervision Received

Works independently and reports to the Administrative Director, VFMP and Administrative Director, Family Practice. Takes direction from the Administrative Director, VFMP, Administrative Director, Family Practice and faculty. Work is reviewed in terms of sound management practice and achievement of specific objectives.

Supervision Given

The incumbent directly manages two full-time CUPE 2950 Program Assistants, as well as provides indirect supervision to an additional two full-time CUPE 2950 Program Assistants.

Consequence of Error/Judgement

Impact of error is very high as this position requires dealing with sensitive, confidential information as well as material that is widely distributed throughout the province. The individual will be expected to exercise considerable judgement in support of the Family Practice faculty.

Diplomacy and empathy are required when interacting with faculty and undergraduate students' concerns related to the family practice curriculum. Any errors in decision could have repercussions for the faculty, students, general public, staff and image of the Dean's Office and Faculty as a whole.

The program schedules are extremely detailed and errors in scheduling have considerable impact on students' learning, faculty and student satisfaction and on the cost and learning effectiveness of delivering the undergraduate program.


Undergraduate degree in a relevant discipline. Minimum of three years experience or the equivalent combination of education and experience. Experience in an academic/medical/research administrative environment preferred. Demonstrated ability to relate to and work with people at all levels. Superior computer skills which must include MS Office (Word, Excel), MS Access and Internet programs - e-mail software and web browser. Ability to work a flexible schedule and on occasion travel to different teaching sites. Ability to arrive at creative solutions to complex problems. Highly developed and proven organization skills with a high degree of accuracy, attention to detail and the capability of independent error checking. Ability to work independently and to set priorities. Ability to exercise high level of tact and discretion and to manage potentially difficult situations. Strong interpersonal and problem-solving skills.
Ability to recognize sensitive and confidential matters and develop appropriate responses.
Exceptional oral and written communication and organizational skills. Ability to anticipate problems and issues and plan ahead.
Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals. Ability to explain, assign, and monitor work.
Ability to lead change by creating a vision and taking appropriate action to ensure acceptance and support. Ability to effectively lead committees and plan meetings.
Ability to develop and implement policies and procedures. Ability to identify, obtain, and effectively manage organizational resources (e.g., people, materials, assets, budgets).

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.