Infrastructure and Operations Manager, PGME
About the role
Staff - Non Union
Job Category
M&P - AAPS
Job Profile
AAPS Salaried - Administration, Level B
Job Title
Infrastructure and Operations Manager, PGME
Department
Administrative Management | Medical Postgraduate | Faculty of Medicine
Compensation Range
$6,949.92 - $9,992.50 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
August 13, 2026
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Ongoing
This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.
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 Description Summary
The UBC Faculty of Medicine Postgraduate Medical Education (PGME) provides postgraduate medical training in 74 Royal College and 2 Family Medicine training programs in addition to a growing portfolio of Area of Focused Competence (AFC) Fellowship programs. The programs span multiple training sites and are distributed to clinical academic campuses and affiliated regional centers across the province. To accommodate the government funded increase in MD undergraduate graduates, PGME has been increasing the number of residents accepted into its training programs. Since 2003 the number of residents has grown from 700 to more than1400 in 2023.
The PGME Operations Manager is responsible for managing a broad range of functions, resources, staff, and systems, communications, and facility management in the Office of PGME. This position is directly accountable for and provides leadership and direction on all Office of PGME administrative activities pertaining to residents, communications, systems, legal agreements, records, systems, onboarding, and finance. Oversees and manages all functions of the Resident Management System (RMS) required to register, pay, promote, track, and manage the activities of residents to meet the needs of accreditation. Manages PGME systems, develops business rules, reviews existing administrative processes and implements new processes to support ongoing development having a broad impact across PGME training programs.
Working Conditions:
The required work is primarily conducted in the PGME Office in Vancouver.
Organizational Status
Reports directly to the Administrative Director, PGME. Takes direction from the Learner Support Senior Manager PGME, and the Learning and QI Senior Manager, PGME, working collaboratively with them both. Works independently under broad directions and minimum guidelines. Directly supervises PGME staff within the PGME office., and provides direction to PGME staff and program administrators. This position interacts with residents, department and division heads, program directors, program staff, and external agencies such as The Royal College of Physicians and Surgeons of Canada (RCPSC), The Ministry of Health (MoH), and Resident Doctors of BC. Works collaboratively with both undergraduate and postgraduate program staff, MedIT, Human Resources, Finance, central and regional offices, and senior UBC FoM leadership.
Work Performed
Operations & Administration
Manages, leads, and coordinates Administrative PGME staff who support the day-to-day Operations of the PGME office; includes ongoing quality assessments of infrastructure and systems to maintain high quality standards with PGME Office Develops, plans, and implements strategic initiatives frequently involving understanding of complex and diverse issues with PGME OfficeManages the ongoing development and implementation of new administrative policies, procedures and systems for the efficient functioning of the RMS; Collaborates with the Senior Managers, PGME in analyzing current office policies and business processes, researching options, including consultation with internal and external stakeholders, and making recommendations for strategic improvements. Manages and leads all functions of the Resident Management System (RMS). RMS is used to register, pay, promote, track, and manage the activities and records of residents to meet the needs of accreditation and finance forecasting. Collaborates with and provides direction to the PGME Systems Support Analyst on strategic RMS developments and updates, to ensure the needs of PGME are met. Liaises with the Competence by Design Project Manager to identify changes to the RMS as a result of Competence Based Medical Education (CBME). Manages and oversees resident data required for finance updates and reporting to partners. Responsible for developing and implementing policies and process as it relates to files and records management, including ongoing quality assessment of current policies and processes. Liaises with the UBC library in keeping the PGME File retention document up to date and ensuring compliance. Manages and prepares all PGME office contracts and agreements including PGME Housing contracts and invoices with support from UBC Treasury, Special Funded Agreements, VISA trainee sponsor agreements, and housing leases. Collaborates with internal and external stakeholders such as the FoM MD Undergraduate Program (MDUP), Health Authorities of BC, and the College of Physicians and Surgeons of BC to problem solve trainee issues. Exercises initiative and judgment to respond to complex issues and resolve problems related to office administration, finance, admissions, systems, agreements and human resources. Works strategically with the PGME Senior Managers, and others to improve the delivery of the PGME administrative systems. Responsible for the overall management and efficient functioning of PGME office facilities and implements associated renovations, moves and installations throughout the Office of PGME. Liaises with external and key UBC officials regarding master space plans for PGME. Oversees and manages the electronic equipment to support the operations of the PGME office; develops and implements goals and objectives that support PGME’s strategic plan Provides oversight and manages all PGME communications including updates to website, intra-net, newsletters, distribution lists, as well as any faculty or staff messaging. Manages and responds to all Freedom of Information (FOI) requests to the Postgrad Medical Education office or Programs, liaising with the Director of Administration as necessary. Manages and oversees all aspects of PGME resident admissions and onboarding, and liaises with various external partners (Ie. VCH, CPSCBC and others) to ensure that all contractual requirements for starting training at UBC are met; responsible for addressing complex issues and cases as it relates to resident’s license to practice, vaccination declarations, and more. Manages and prepares PGME reports for various partners, including MCC, Uniforum, Health Authority or Ministry of Health placement reports, etc using the systems platforms within the PGME Office. Provides oversight and liaises with Digital Solutions of the Faculty of Medicine regarding all current systems and regular upgrades or needed updates, and manages any changes. Provides direction to Systems Support Analysts as required. Provides direction to administrative staff supporting PGME events and meetings as needed. Serves on committees, advisory councils and attends regular meetings on behalf of PGME. Chairs committees and meetings as appropriate. Advises the Administrative Director, PGME, of operational matters to ensure appropriate administrative management of the PGME office functions. Participates in special projects as requested by the Administrative Director, PGME or the Senior Managers, PGME.
Human Resources
Ensures workplace conflicts, which may or may not involve union representatives, are effectively addressed and resolved. This position is expected to have a high degree of conflict resolution skills and able to mediate any disputes amongst operational staff members or between the employee and management. Manages administrative staff performance by establishing standards and goals, evaluating performance, and providing regular feedback. Develops job descriptions, responsible for recruitment, training, performance reviews, discipline, terminates staff within the PGME Office; ensuring compliance with UBC polices and CUPE2950/AAPS agreements Facilitates and provides direction regarding Faculty appointments and renewals, creation of Faculty Job descriptions, all office administrative job descriptions, and office guidelines/policies. Develops and implements strategic human resources initiatives as directed by the Administrative Director, PGME
Finance
Participates in strategic budget and financial planning processes, supporting the Administrative Director, PGME on the priority initiatives or requests. Responsible for overseeing and managing PGME office budget relating to PGME housing, staff or program conference costs, office operational costs, faculty support, and site faculty support. Conducting analysis of operating expenses and recommends reallocation(s) as needed based on the available funding
Consequence of Error/Judgement
The positions main purpose is to manage specific core functions and the Office of PGME staff. It is critical for the Postgraduate Manager to build effective relationships with PGME leadership and staff at all sites to advance the strategic objectives and goals of the postgraduate medical education.
Effective management of the RMS is critical to the core operations of the PGME program and maintenance of accreditation. Information provided to partner universities and health authorities must be accurate and timely and the incumbent must keep abreast of the evolving challenges of the PGME program. Errors in judgment or ineffective communication will compromise the effectiveness of the Associate Dean, Assistant Dean, Administrative Director and other program leaders and could reflect negatively on the Office of PGME, the Faculty of Medicine and the University.
Supervision Received
Reports to the Administrative Director, PGME. Takes direction from the Learner Support Senior Manager PGME, and the Learning and QI Senior Manager PGME. Works independently under broad directions and minimum guidelines. Work is reviewed in terms of sound management practice and effective achievement of specific objectives.
Supervision Given
Directly supervises administrative staff and is required to give direction to a large group of other staff to achieve PGME objectives.
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
Working in a University or large complex organization or equivalent combination of education and experience preferred. Experience working with senior levels of leadership, both within and outside the organization preferred. Proven ability to problem solve complex issues in a thorough, considerate manner.
Ability to lead and build high functioning, high performance teams.
Experience in change management and ability to champion change and innovation.
Ability to manage projects. Ability to review practices and operations and make suggestions on continuous quality improvement.
Ability to exercise accuracy and attention to detail.
Ability to build and maintain excellent interpersonal relationships.
Demonstrated superior oral and written communication. Ability to exercise initiative and superior judgment.
Ability to exercise tact and discretion.
Ability to work in an environment of ambiguity and change.
Ability to work under pressure and multi-task to meet deadlines.
Ability to work effectively both independently and in a team environment. Proficiency in the Microsoft Office (Word, Outlook, Excel, Access, SharePoint) suite or equivalent software.
Ability to use Adobe Acrobat Pro at an intermediate level.
Experience working in custom databases both web-based and standalone.
Demonstrated ability to build and maintain constructive and collaborative relationships with a diversity of people.
Ability to work with people, policies, processes, and guidelines in a complex, dynamic environment.
About The University of British Columbia
Similar Jobs
Infrastructure and Operations Manager, PGME
About the role
Staff - Non Union
Job Category
M&P - AAPS
Job Profile
AAPS Salaried - Administration, Level B
Job Title
Infrastructure and Operations Manager, PGME
Department
Administrative Management | Medical Postgraduate | Faculty of Medicine
Compensation Range
$6,949.92 - $9,992.50 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
August 13, 2026
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Ongoing
This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.
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 Description Summary
The UBC Faculty of Medicine Postgraduate Medical Education (PGME) provides postgraduate medical training in 74 Royal College and 2 Family Medicine training programs in addition to a growing portfolio of Area of Focused Competence (AFC) Fellowship programs. The programs span multiple training sites and are distributed to clinical academic campuses and affiliated regional centers across the province. To accommodate the government funded increase in MD undergraduate graduates, PGME has been increasing the number of residents accepted into its training programs. Since 2003 the number of residents has grown from 700 to more than1400 in 2023.
The PGME Operations Manager is responsible for managing a broad range of functions, resources, staff, and systems, communications, and facility management in the Office of PGME. This position is directly accountable for and provides leadership and direction on all Office of PGME administrative activities pertaining to residents, communications, systems, legal agreements, records, systems, onboarding, and finance. Oversees and manages all functions of the Resident Management System (RMS) required to register, pay, promote, track, and manage the activities of residents to meet the needs of accreditation. Manages PGME systems, develops business rules, reviews existing administrative processes and implements new processes to support ongoing development having a broad impact across PGME training programs.
Working Conditions:
The required work is primarily conducted in the PGME Office in Vancouver.
Organizational Status
Reports directly to the Administrative Director, PGME. Takes direction from the Learner Support Senior Manager PGME, and the Learning and QI Senior Manager, PGME, working collaboratively with them both. Works independently under broad directions and minimum guidelines. Directly supervises PGME staff within the PGME office., and provides direction to PGME staff and program administrators. This position interacts with residents, department and division heads, program directors, program staff, and external agencies such as The Royal College of Physicians and Surgeons of Canada (RCPSC), The Ministry of Health (MoH), and Resident Doctors of BC. Works collaboratively with both undergraduate and postgraduate program staff, MedIT, Human Resources, Finance, central and regional offices, and senior UBC FoM leadership.
Work Performed
Operations & Administration
Manages, leads, and coordinates Administrative PGME staff who support the day-to-day Operations of the PGME office; includes ongoing quality assessments of infrastructure and systems to maintain high quality standards with PGME Office Develops, plans, and implements strategic initiatives frequently involving understanding of complex and diverse issues with PGME OfficeManages the ongoing development and implementation of new administrative policies, procedures and systems for the efficient functioning of the RMS; Collaborates with the Senior Managers, PGME in analyzing current office policies and business processes, researching options, including consultation with internal and external stakeholders, and making recommendations for strategic improvements. Manages and leads all functions of the Resident Management System (RMS). RMS is used to register, pay, promote, track, and manage the activities and records of residents to meet the needs of accreditation and finance forecasting. Collaborates with and provides direction to the PGME Systems Support Analyst on strategic RMS developments and updates, to ensure the needs of PGME are met. Liaises with the Competence by Design Project Manager to identify changes to the RMS as a result of Competence Based Medical Education (CBME). Manages and oversees resident data required for finance updates and reporting to partners. Responsible for developing and implementing policies and process as it relates to files and records management, including ongoing quality assessment of current policies and processes. Liaises with the UBC library in keeping the PGME File retention document up to date and ensuring compliance. Manages and prepares all PGME office contracts and agreements including PGME Housing contracts and invoices with support from UBC Treasury, Special Funded Agreements, VISA trainee sponsor agreements, and housing leases. Collaborates with internal and external stakeholders such as the FoM MD Undergraduate Program (MDUP), Health Authorities of BC, and the College of Physicians and Surgeons of BC to problem solve trainee issues. Exercises initiative and judgment to respond to complex issues and resolve problems related to office administration, finance, admissions, systems, agreements and human resources. Works strategically with the PGME Senior Managers, and others to improve the delivery of the PGME administrative systems. Responsible for the overall management and efficient functioning of PGME office facilities and implements associated renovations, moves and installations throughout the Office of PGME. Liaises with external and key UBC officials regarding master space plans for PGME. Oversees and manages the electronic equipment to support the operations of the PGME office; develops and implements goals and objectives that support PGME’s strategic plan Provides oversight and manages all PGME communications including updates to website, intra-net, newsletters, distribution lists, as well as any faculty or staff messaging. Manages and responds to all Freedom of Information (FOI) requests to the Postgrad Medical Education office or Programs, liaising with the Director of Administration as necessary. Manages and oversees all aspects of PGME resident admissions and onboarding, and liaises with various external partners (Ie. VCH, CPSCBC and others) to ensure that all contractual requirements for starting training at UBC are met; responsible for addressing complex issues and cases as it relates to resident’s license to practice, vaccination declarations, and more. Manages and prepares PGME reports for various partners, including MCC, Uniforum, Health Authority or Ministry of Health placement reports, etc using the systems platforms within the PGME Office. Provides oversight and liaises with Digital Solutions of the Faculty of Medicine regarding all current systems and regular upgrades or needed updates, and manages any changes. Provides direction to Systems Support Analysts as required. Provides direction to administrative staff supporting PGME events and meetings as needed. Serves on committees, advisory councils and attends regular meetings on behalf of PGME. Chairs committees and meetings as appropriate. Advises the Administrative Director, PGME, of operational matters to ensure appropriate administrative management of the PGME office functions. Participates in special projects as requested by the Administrative Director, PGME or the Senior Managers, PGME.
Human Resources
Ensures workplace conflicts, which may or may not involve union representatives, are effectively addressed and resolved. This position is expected to have a high degree of conflict resolution skills and able to mediate any disputes amongst operational staff members or between the employee and management. Manages administrative staff performance by establishing standards and goals, evaluating performance, and providing regular feedback. Develops job descriptions, responsible for recruitment, training, performance reviews, discipline, terminates staff within the PGME Office; ensuring compliance with UBC polices and CUPE2950/AAPS agreements Facilitates and provides direction regarding Faculty appointments and renewals, creation of Faculty Job descriptions, all office administrative job descriptions, and office guidelines/policies. Develops and implements strategic human resources initiatives as directed by the Administrative Director, PGME
Finance
Participates in strategic budget and financial planning processes, supporting the Administrative Director, PGME on the priority initiatives or requests. Responsible for overseeing and managing PGME office budget relating to PGME housing, staff or program conference costs, office operational costs, faculty support, and site faculty support. Conducting analysis of operating expenses and recommends reallocation(s) as needed based on the available funding
Consequence of Error/Judgement
The positions main purpose is to manage specific core functions and the Office of PGME staff. It is critical for the Postgraduate Manager to build effective relationships with PGME leadership and staff at all sites to advance the strategic objectives and goals of the postgraduate medical education.
Effective management of the RMS is critical to the core operations of the PGME program and maintenance of accreditation. Information provided to partner universities and health authorities must be accurate and timely and the incumbent must keep abreast of the evolving challenges of the PGME program. Errors in judgment or ineffective communication will compromise the effectiveness of the Associate Dean, Assistant Dean, Administrative Director and other program leaders and could reflect negatively on the Office of PGME, the Faculty of Medicine and the University.
Supervision Received
Reports to the Administrative Director, PGME. Takes direction from the Learner Support Senior Manager PGME, and the Learning and QI Senior Manager PGME. Works independently under broad directions and minimum guidelines. Work is reviewed in terms of sound management practice and effective achievement of specific objectives.
Supervision Given
Directly supervises administrative staff and is required to give direction to a large group of other staff to achieve PGME objectives.
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
Working in a University or large complex organization or equivalent combination of education and experience preferred. Experience working with senior levels of leadership, both within and outside the organization preferred. Proven ability to problem solve complex issues in a thorough, considerate manner.
Ability to lead and build high functioning, high performance teams.
Experience in change management and ability to champion change and innovation.
Ability to manage projects. Ability to review practices and operations and make suggestions on continuous quality improvement.
Ability to exercise accuracy and attention to detail.
Ability to build and maintain excellent interpersonal relationships.
Demonstrated superior oral and written communication. Ability to exercise initiative and superior judgment.
Ability to exercise tact and discretion.
Ability to work in an environment of ambiguity and change.
Ability to work under pressure and multi-task to meet deadlines.
Ability to work effectively both independently and in a team environment. Proficiency in the Microsoft Office (Word, Outlook, Excel, Access, SharePoint) suite or equivalent software.
Ability to use Adobe Acrobat Pro at an intermediate level.
Experience working in custom databases both web-based and standalone.
Demonstrated ability to build and maintain constructive and collaborative relationships with a diversity of people.
Ability to work with people, policies, processes, and guidelines in a complex, dynamic environment.