Provide administrative support for planning and delivery of the Internal Medicine Program and subspecialty undergraduate and postgraduate medical education on Vancouver Island.
Work with students, residents, faculty, staff, and rotation leads to support program activities.
Collaborate with local and provincial program sites.
Support coordination between undergraduate and postgraduate administrative offices.
Assist with curricular scheduling/administration and planning events/projects (asset/related).
Schedule meetings and coordinate calendars.
Pre-plan and record meetings.
Compose business communications such as emails, memos, and reports.
Maintain confidential and sensitive information.
Interpret and apply relevant policies and procedures.
Coordinate administrative tasks in an environment requiring accountability, accuracy, and confidentiality.
Occasionally travel between sites and work flexible hours, including after regular hours as required
Requirements summary
Minimum 3-4 years’ experience in a post-secondary institution or equivalent administrative office, including navigating detailed processes and procedures, providing high-level service, and handling private/confidential information.
Ability to prioritize and manage time with attention to detail.
Ability to problem solve using judgement, independent thinking, and/or analysis.
Ability to interpret policies and procedures.
Ability to communicate effectively with diverse audiences and tailor communication style.
Experience composing business communications (emails, memos, reports).
Experience scheduling meetings and coordinating calendars.
Experience maintaining confidential and sensitive information.
Experience with pre-planning and recording meetings.
Experience with event planning and coordination.
Proficiency with computer applications (MS-Office Suite, content management systems).
Assets
curricular scheduling/administration and event/project planning; knowledge of UBC Faculty of Medicine curriculum and university administrative processes; experience with web-based scheduling; experience in a university and/or healthcare setting; knowledge of hospital/health authority structure and medical terminology; knowledge of database principles and functionality
Attention to detailAdministrative supportEvent planning and coordinationContent management systemsProficiency with MS-Office SuitePrioritization and time managementProblem solving using judgement and analysisEffective communication with diverse audiencesMaintaining confidential and sensitive informationInterpreting policies and proceduresScheduling and calendar coordinationMeeting pre-planning and recordingComposing business communications (emails, memos, reports)Web-based scheduling (asset)Database principles and functionality (asset)Understanding medical terminology (asset)
Job description
Organizational Unit University of Victoria -> Island Medical Program Location University of Victoria - Victoria, BC V8W 2Y2 CA (Primary) Posting Close Date 2 July 2026 Please note that positions will close at 4 p.m. on the closing date. FTE 1.0 Salary Grade $5,401.00 - $5,736.00 Additional Posting Information: N/A Salary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable. Classification 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 eligible for a Hybrid Work Arrangement
Job Summary The Island Medical Program (as part of the University of British Columbia’s Faculty of Medicine distributed medical education program) is delivered in collaboration with the University of Victoria, provides medical education training to more than 3,400 undergraduate, graduate, and postgraduate learners. The educational programs span multiple training sites and are distributed to clinical academic campuses and affiliated regional centers across the province. With the increasing number of learners on Vancouver Island, enhanced coordination between the undergraduate and the postgraduate administrative offices is required. A Regional Administrative Office (RAO) has been established to facilitate all medical education activities on Vancouver Island, and to ensure an efficient use of resources. Reporting to the Internal Medicine Program Coordinator and will also take direction from the Regional Office Managers, Senior Manager, and faculty course leads. The primary function of this role is to provide administrative support for the planning and delivery of the Internal Medicine Program and subspecialty undergraduate and postgraduate medical education on Vancouver Island. This position works with students, residents, faculty, staff, and rotation leads and works collaboratively with local and provincial program sites. The Internal Medicine Program Administrator works in an environment which demands accountability, responsibility, accuracy and confidentiality and the ability to schedule priorities. This position is located at Island Medical Program Clinical Academic Campus, Royal Jubilee Hospital. This role requires occasional travel between sites, flexibility regarding work hours, and the ability to work after regular hours is required. This position may be eligible for a hybrid remote work arrangement, after successful completion of 3-month probationary period. Job Requirements Experience: A minimum of 3-4 years’ experience in a post-secondary institution or equivalent administrative office is required; experience must include navigating detailed process and procedure, providing a high level of service and dealing with private and confidential information. Knowledge/Skills/Abilities:
Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
Ability to prioritize and manage time and tasks with attention to detail.
Ability to problem solve by using judgement, independent thinking and/or analysis.
Ability to interpret policies and procedures.
Ability to communicate effectively with individuals from diverse backgrounds and tailor communication style for different audiences.
Experience composing various business communications such as emails, memos and reports.
Experience scheduling meetings and calendar coordination.
Experience in maintaining confidential and sensitive information.
Experience with pre-planning and recording meetings.
Experience with curricular scheduling/administration and planning events/projects is an asset.
Broad knowledge of UBC Faculty of Medicine Postgraduate and 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. 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
