Administrative Coordinator, Residency Program
BC Cancer
Vancouver, BC
The Administrative Coordinator, Residency Programs is responsible for the coordination of educational and administrative activities of the core residents, rotating residents, medical students and fellows for UBC Division of Medical or Radiation Oncology at BC Cancer Agency. In addition, provides administrative support for the UBC’s Post Graduate and Undergraduate Program and financial support functions for the Residency Training Program as well as supervises designated staff.
What you’ll do
- Support the Program Director with approaching deadlines, changes in the residency review committee (Royal College of Physicians and Surgeons of Canada) for requirements that need to be implemented and upcoming changes in the institutional policies. Prioritize program-related tasks such as certification, licensing, evaluations, reviews and awards, and ensure that the important deadlines are communicated as required. Liaise with residents, faculty and the UBC Department of Medicine as required to facilitate resolution of issues.
- Ensure fiscal accountability for the BCCA & UBC Medical/Radiation Oncology Residency Training Program by reviewing, analyzing and monitoring budgets, performing variance analyses, making decisions with respect to the commitment of program funds for items such as conference attendance and educational material expenditures, prepare status reports, take action for any discrepancies and communicate recommendations for corrective action as required. Project budget requirements and prepare of budget submissions for approval.
- Draft and review contracts/grant applications documentation for the Medical/Radiation Oncology Residency Program as well as fellowship programs in accordance with program policies and procedures. Monitor grant spending and reviews compliance with established policies and guidelines and alerts applicable staff to areas of concern.
- Develop, clarify and communicate financial process changes in accordance with program policy and procedures and ensure appropriate communication of new and updated processes to the Program Director. Processes expenses and reimbursement claims that are submitted to the Program.
- Schedule, maintain and distribute monthly clinic assignments and off-site electives for core residents, rotating residents and medical students including exams, conferences, sick time and vacation allowances. Prepare correspondence and licensing for core residents attending clinics in other centres and hospitals. Maintain schedule for teaching sessions/lectures with staff, external physicians and scientists.
- Coordinate the activities associated with the intake of new residents to the program including interview scheduling, selection notification, orientation and training scheduling for newly hired residents and fellows by arranging meetings, contacting residents, and typing and distributing a variety of materials such as correspondence and schedules.
- Prepare official paperwork to facilitate clinical fellowship program at the Agency including letters of offer, letters of reference, UBC application forms, temporary licensing, registration and Labour Market Opinions. Work closely with PHSA Human Resources staff on work and permit visas.
- Supervise designated staff by performing duties such as scheduling and coordinating work assignments, evaluating employee performance and determining related training and orientation requirements.
- Maintain content on the BCCA and CaRMS website regarding the BCCA/UBC Residency Training Program for core residents, rotating residents, fellows and medical students in-house and out-of-province by receiving materials, formatting and updating the applicable web pages using word processing applications.
- Perform administrative and secretarial support as required such as dictation transcription, taking minutes, word processing, emails, setting up and maintaining filing systems and records. Organize travel activities and documents for residency program meetings for Program Director and handles incoming mail as relates to residency training program.
- Perform other related duties as assigned.
What you bring
Qualifications
- Grade 12, graduation from a recognized secretarial program supplemented by recognized course in medical transcription. and five years’ recent, related experience including one year in a supervisory capacity or an equivalent combination of education, training and experience.
- Demonstrate comprehensive knowledge of the historic and ongoing impacts of settler colonialism and systemic racism on Indigenous Peoples within social and health contexts. This includes understanding how these factors contribute to current health disparities and barriers to care. Show a clear commitment to identifying, challenging, and eradicating Indigenous-specific racism and all forms of discrimination impacting equity-deserving groups within healthcare settings. This involves recognizing personal biases, institutional barriers, engaging in anti-racism education and training and advocating for systemic change.
- Knowledge and understanding of legislative obligations and provincial commitments within BC Cancer contexts found in the foundational documents including Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan: A First Nations Case Study, BC Human Rights Code, Anti-racism Data Act and how they intersect across the health care system.
Core Competencies:
- Brings an understanding of the Indigenous specific racism and the broader systemic racism that exists in the colonial health care structure and has demonstrated leadership in breaking down barriers and ensuring an environment of belonging. Embed Indigenous Cultural Safety and Humility into all aspects of work. This means creating an environment where Indigenous patients feel respected, valued, and understood. Foster trust through respectful communication, active listening, and honoring equity-deserving people's perspectives on health and wellness. Commit to ongoing education and training on Indigenous health issues, cultural safety, and DEI principles. Participate in workshops, cultural immersion experiences, and continuous professional development to stay informed and responsive to equity-deserving groups. Provide patient-centred care that respects Indigenous ways of knowing and healing, respects BIPOC experiences and world views ensuring that care plans are culturally relevant and holistic.
- Knowledge of social, economic, political and historical realities of settler colonialism on Indigenous Peoples and familiarity with addressing Indigenous-specific anti-racism, anti-racism and Indigenous Cultural Safety and foundational documents and legislative commitments (The Declaration Act, the Declaration Action Plan, TRC, IPS, Remembering Keegan, etc.).
You have:
- Ability to communication effectively both written and in writing
- Ability to deal with others effectively
- Ability to supervise
- Ability to organize work
- Ability to operate related equipment
- Physical ability to carry out the duties of the position
- Demonstrates a commitment to beginning and/or continuing their personal learning journey related to Indigenous-specific racism and dismantling systems of oppression, as well as addressing racism more broadly. Shows willingness to articulate and share their learning experiences to contribute to a culture of motivation and inspiration among peers.
- Demonstrates foundational knowledge of the social, economic, and political realities of settler-colonialism and its impacts on Indigenous peoples and equity-deserving groups within social and health contexts. Understands the impact of social determinants of health-on-health outcomes. Shows a commitment to learning about and upholding legislative obligations and provincial commitments outlined in foundational documents such as the Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place: Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan, Remembering Keegan: A First Nations Case Study, the BC Human Rights Code, Anti-Racism Data Act, and the Distinctions Based Approach.
What we bring
Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That’s why we’re focused on your care too – offering health, wellness, development programs to support you – at work and at home.
- Join one of BC’s largest employers with province-wide programs, services and operations – offering vast opportunities for growth, development, and recognition programs that honour the commitment and contribution of all employees.
- Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San’yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
- Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
- Annual statutory holidays (13) with generous vacation entitlement and accruement.
- PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
- Access to WorkPerks, a premium discount program offering a wide range of local and national discounts on electronics, entertainment, dining, travel, wellness, apparel, and more.
Job Type: Temporary Full-Time (Until March 31, 2027 or Until Return of Incumbent)
Wage: $37.74 per hour.
Location: 600 West 10th Avenue, Vancouver, BC V5Z 4E6
Applicants accepted until position is filled.
Hours of Work: Monday-Friday; 08:30-16:30
Requisition Number: 203551E
What we do
BC Cancer provides comprehensive cancer control for the people of British Columbia.
BC Cancer is part of the Provincial Health Services Authority (PHSA).
PHSA plans, manages and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people – Be compassionate – Dare to innovate – Create equity – Be courageous.
Learn more about PHSA and our programs: jobs.phsa.ca/programs-and-services
PHSA is committed to anti-racism and equity in our hiring and employment practices. With learning and compassion, we are addressing existing inequities and barriers throughout our systems. PHSA is seeking to create a diverse workforce and to establish an inclusive and culturally safe environment. We invite applications and enquiries from all people, particularly those belonging to the historically, systemically, and/or persistently excluded groups identified under the B.C. Human Rights Code.
One of PHSA’s North Star priorities is to eradicate Indigenous-specific racism, which includes ongoing commitments to Indigenous recruitment and employee experience as well as dismantling barriers to health care employment at every level. We welcome Indigenous individuals to apply and/or contact the Sanya’k̓ula Team (Indigenous Recruitment & Employee Experience) for support at [email protected].
Indigenous-specific anti-racism initiatives are rooted in addressing the unique forms of discrimination, historical and ongoing injustices, and exclusion faced by Indigenous peoples. These initiatives align with an Indigenous rights-based approach, recognizing the inherent rights and title of BC First Nations and self-determination of all First Nations, Inuit and Métis communities. PHSA is mandated to uphold legislative obligations and provincial commitments found in the foundational documents including the Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan: A First Nations Case Study.
Attention current employees of PHSA:
You must apply via your internal profile at http://internaljobs.phsa.ca.
The internal job posting expires on September 7, 2026 and will no longer be accessible. If the internal job posting has expired, please e-mail [email protected] with the six-digit job requisition number and your PHSA employee ID number to be considered as a late internal applicant. Please do not apply for the external job posting.
If you have not yet set up an internal profile, please e-mail [email protected] with your PHSA employee ID number to obtain your temporary password. Our business hours are Monday-Friday 8:30am-4:30pm, excluding Statutory Holidays and a Help Desk Representative will respond to you with 1-2 business days.
If you are not a current employee of PHSA and require assistance with your application, please contact the External Careers team at [email protected].
