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.
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
OngoingAt 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
As a key member of the UBC Health Clinic Team, the Clinic Manager plays a vital role in delivering patient care services and managing the flow of over 3,500 patients. This position manages both clinical and clerical support to four full-time physicians, supervisory physicians, residents, and private clinics.
They serve as a central point of communication, interacting with the Medical Director, Staff Physicians, Specialists, their teams, and patients to ensure high-quality care. The role also involves liaison with department faculty and staff, and managing the smooth flow of office operations.
This position requires working independently with minimal supervision, making informed decisions based on a thorough understanding of clinic procedures and policies.
The clinic is undergoing rapid growth and administrative restructuring, with policies and procedures actively being re-evaluated. Physician and resident schedules may shift daily or weekly, requiring the Clinic Manager to adapt quickly, reorganize priorities, and keep the medical team informed.
While the role involves moderate impact from work pressures, peak periods, multiple demands, deadlines, and interruptions, the Clinic Manager is expected to oversee operational performance and service delivery.
Organizational Status
The UBC Health Clinic, in the Department of Family Practice in the Faculty of Medicine, is a busy and challenging clinic providing full-service family practice care, including obstetrics, nursing home care, and home visits, and specialist services from Pharmacists, Pediatricians, and Psychiatrists.
In additional to providing full-service family practice care, the UBC Health Clinic is also a teaching clinic. Clinic staff support residents working alongside supervisors, (12 supervisors, 12 residents, and first-year, second-year, and fourth-year medical students), four private clinics (4 Physicians), and 2 additional practices from Midwifery and Occupational Health.
Work Performed
Human Resource Management:
- Responsible for staff orientation, training, team building and ongoing development, including ensuring compliance with provincial requirements, e.g., MDR certificate;
- Responsible for hiring, discipline, evaluation and termination. Conducts performance reviews with staff. Provides coaching and guidance to faculty and staff within the UBC Health Clinic and serves as administrative point of contact for advice on University policies, guidelines, and procedures;
- Provides guidance when conflicts occur. Identifies areas of conflict and tries to resolve the problem;
-Oversees the absence and vacation request and recording process;
- Works with HR and the Department’s Central Administration Office on resolving staffing issues.
Finance:
- Provides financial reports throughout the year, work with Director of Administartion on year-end budget summaries, reports and financial analysis to ensure expenditures are in line with budget and/or recoveries are in line with revenue targets;
-Oversees financial procedures including maintenance of accounts, reconciliation of discrepancies, and overseeing the processing of financial paperwork;
-Oversees the billing system including medical service plan (MSP) submissions and billing refusals; maintains current knowledge of MSP billing and ensures staff are trained appropriately;
- Makes decisions regarding operational expenditures within the clinic’s budget envelope.
Administration:
- Reviews, develops, and implements administrative policies, practices and procedures to ensure that the Clinic is running smoothly;
- Maintains ongoing awareness of University policies and practices and provides interpretation, advice and guidance to faculty and staff, referring to the Department’s Central Administrative Office for complex issues;
-Acts as a resource for the Medical Director and staff on a variety of issues, including the interpretation policies and practices;
-Collaborates with the Medical Director on developing and analyzing various monthly and annual reports;
- Establishes and oversees procurement and inventory control policies and procedures;
- Researches, negotiates and advises on leases and purchases of new equipment. Reviews contract obligations with maintenance contracts and service agreements of equipment;
- Reviews, researches and advises on IT equipment and systems. Authorizes database access. - Inspects all work areas throughout the UBC Health Clinic on a regular basis ensuring all equipment and work areas meet the WorkSafeBC requirements and guidelines.
-Provides advice and counsel with both the day-to-day issues and unusual issues that arise within the UBC Health Clinic. Oversees quality control of equipment and services;
-Manages clinic patient appointment and referral system
-Attends, leads, and participates in various meetings and committees;
-Assists with special projects and initiatives as required;
-Performs other related duties of the position as required.
Consequence of Error/Judgement
Work is performed independently, keeping the Medical Director and Department Head informed through ongoing communications. Effective management of operations specifically in the areas of financial responsibility, operations, human resources and leadership is critical in order to maintain financial and operational effectiveness, and reputation.
Substantial accountability is required in the key areas of recruitment, selection and performance evaluation, reducing grievances, boosting morale, creating a respectful environment and promoting a positive work team. A safe and efficient operating environment enables the UBC Health Clinic to meet the needs of patients, residents, and staff.
Supervision Received
The position reports to the Administrative Director and works closely with and takes direction from the Medical Director. This position may also work closely with and provide support to faculty members within the UBC Health Clinic.
The incumbent is expected to work independently and effectively with minimal supervision. Works independently under general direction.
Supervision Given
This position manages 4 CUPE 2950 support staff positions. This includes hiring, training, evaluating, disciplining and terminating unionized and non-unionized staff.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two 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
Experience with coaching or a coaching background an asset. Knowledge of medical terminology strongly preferred. Ability to manage multiple priorities and meet deadlines under pressure. Ability to exercise initiative, tact and discretion. Ability to work co-operatively in a team environment and work effectively with all levels of University personnel, external organizations and governing bodies. Excellent computer skills including data management are necessary. Excellent interpersonal, communication and organizational skills. Creative thinking and problem-solving skills. Ability to exercise sound judgment. Ability to identify a problem, conduct research, and come to an appropriate conclusion. Ability to communicate effectively with internal and external stakeholders, including members of the public.