Clinic Manager
January 8 2025
Industries
Education, Training
Categories Administration, Management,
Vancouver, BC • Full time
Staff - Non Union
The Lung Centre provides respiratory healthcare services to approximately 10,000 patients per year. In addition, the Lung Centre includes a research group, several sub-specialty clinics (such as the pulmonary hypertension group and COPD transitional team) and is a teaching facility (training Respiratory Residents, Fellows and Students). The Clinic Manager directly and indirectly manages 12 support staff and provides functional management of all physicians, staff and students within the clinic as well as provides direction to the Medical Director in strategic planning and provides advice on financial, HR, and administrative matters.
Organizational Status
Works closely with and provides assistance to the Medical Director. Manages and provides leadership and guidance to staff. Assists faculty members and interacts with patients and residents.
Work Performed
Human Resource Management:
-Responsible for development and implementation of strategies and staff training initiatives to ensure effective staff orientation, team building and ongoing development;
-Responsible for hiring, discipline, evaluation and termination. Conducts performance reviews with staff. Provides coaching and guidance to faculty and staff within the Lung Centre;
- Handles disciplinary matters between staff and provides guidance when conflicts occur. Identifies areas of conflict and tries to resolve the problem;
- Determines appropriate staffing levels. Researches and determining staffing and classification needs within the Lung Centre and establishes action plans to meet these needs;
- Ensures all technical staff meets the standards of the American Thoracic Society, Diagnostic Accreditation Program (DAP), and other regulatory bodies;
-Oversees the absence and vacation request and recording process;
-Manages the Attendance Management Program for staff.
Finance:
- Plans, forecasts, manages and controls budgets. Reviews variances and ensures cost effectiveness of expenditures;
- Provides financial reports throughout the year, 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 the financial reporting for the Lung Centre;
-Oversees financial procedures including maintenance of accounts, reconciliation of discrepancies, and overseeing the processing of financial paperwork (cheque requisitions, journal vouchers, purchase requisitions, PO s, travel claims);
- Recommends and implements revenue generating ventures;
-Oversees the billing system including medical service plan (MSP) submissions and billing refusals;
-Approves invoices and authorizes financial transactions/transfers which may include reimbursements, deposits, payments, and etc.
Administration:
- Assesses the need for and develops and implements administrative policies, practices and procedures
Maintains ongoing awareness of University policies and practices and provides interpretation, advice and guidance to faculty and staff;
-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 the compilation of reports including accreditation reports and various other annual or monthly reports;
-Accumulates, assembles, analyzes and prepares statistical data and reports on various activities of the Lung Centre;
- Establishes, maintains and advises on policies and procedures for procurement and inventory control. Ensures these policies and procedures meet UBC and DAP standards;
- Oversees the laboratory quality control program and communications with the DAP. Ensures compliance with required practices mandated by the DAP in order to maintain accredited status;
- Maintains ongoing awareness of current practices in the field of pulmonary function testing. Changes and updates laboratory practices/procedures when necessary in collaboration with the Medical Director and the Director of the VCH Pulmonary Function Laboratory. Ensures all updates are in alignment with requirements by regulatory bodies;
- Oversees and advises on space planning for staff, faculty and students to ensure ongoing space requirements are met. Liaises with the Diamond Health Care Centre (DHCC) building managers and other departments as required.
- 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. Works in collaboration with Skunkwerks, HSSBC and external parties to ensure equipment and database integrity are maintained and operating efficiently;
- Inspects all work areas throughout the Lung Centre 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 Lung Centre. Responsible for quality control of equipment and services;
-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 Division Heads 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. Considerable judgment and initiative is exercised in decision making involving implementation of policies, and in designing methods of organizing and utilizing resources, and in forecasting resources requirements, anticipating needs of staff.
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 Lung Centre to meet the needs of patients, residents, and staff.
Supervision Received
The position reports to and works closely with the Medical Director and Division Heads. This position may also work closely with and provide support to faculty members within the Lung Centre.
The incumbent is expected to work independently and effectively with minimal supervision. Works independently, determining priorities as necessary. The position requires a high degree of independent, executive decision making, ability to assess and implement work required, strong organizational skills and the ability to provide leadership and support.
Supervision Given
This position directly and indirectly manages 12 support staff positions, including administrative, technical and student employees. This includes hiring, training, evaluating, disciplining and terminating unionized and non-unionized staff.
Minimum Qualifications
- 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
Undergraduate degree in a relevant discipline.Minimum of three years experience or the equivalent combination of education and experience.Previous experience required in administration, staff supervision, leadership, human resources, financial planning and reporting. Experience managing budgets and developing and interpreting policies and procedures. Experience with coaching or a coaching background an asset. Knowledge of medical terminology and pulmonary function testing 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.
Job Category
M&P - AAPSJob Profile
AAPS Salaried - Administration, Level BJob Title
Clinic ManagerDepartment
Lung Centre Clinic Management Division of Respiratory Medicine | Department of Medicine | Faculty of MedicineCompensation Range
$6,747.50 - $9,701.42 CAD MonthlyThe 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
January 15, 2025Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Feb 9, 2026At 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 SummaryThe Lung Centre provides respiratory healthcare services to approximately 10,000 patients per year. In addition, the Lung Centre includes a research group, several sub-specialty clinics (such as the pulmonary hypertension group and COPD transitional team) and is a teaching facility (training Respiratory Residents, Fellows and Students). The Clinic Manager directly and indirectly manages 12 support staff and provides functional management of all physicians, staff and students within the clinic as well as provides direction to the Medical Director in strategic planning and provides advice on financial, HR, and administrative matters.
Organizational Status
Works closely with and provides assistance to the Medical Director. Manages and provides leadership and guidance to staff. Assists faculty members and interacts with patients and residents.
Work Performed
Human Resource Management:
-Responsible for development and implementation of strategies and staff training initiatives to ensure effective staff orientation, team building and ongoing development;
-Responsible for hiring, discipline, evaluation and termination. Conducts performance reviews with staff. Provides coaching and guidance to faculty and staff within the Lung Centre;
- Handles disciplinary matters between staff and provides guidance when conflicts occur. Identifies areas of conflict and tries to resolve the problem;
- Determines appropriate staffing levels. Researches and determining staffing and classification needs within the Lung Centre and establishes action plans to meet these needs;
- Ensures all technical staff meets the standards of the American Thoracic Society, Diagnostic Accreditation Program (DAP), and other regulatory bodies;
-Oversees the absence and vacation request and recording process;
-Manages the Attendance Management Program for staff.
Finance:
- Plans, forecasts, manages and controls budgets. Reviews variances and ensures cost effectiveness of expenditures;
- Provides financial reports throughout the year, 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 the financial reporting for the Lung Centre;
-Oversees financial procedures including maintenance of accounts, reconciliation of discrepancies, and overseeing the processing of financial paperwork (cheque requisitions, journal vouchers, purchase requisitions, PO s, travel claims);
- Recommends and implements revenue generating ventures;
-Oversees the billing system including medical service plan (MSP) submissions and billing refusals;
-Approves invoices and authorizes financial transactions/transfers which may include reimbursements, deposits, payments, and etc.
Administration:
- Assesses the need for and develops and implements administrative policies, practices and procedures
Maintains ongoing awareness of University policies and practices and provides interpretation, advice and guidance to faculty and staff;
-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 the compilation of reports including accreditation reports and various other annual or monthly reports;
-Accumulates, assembles, analyzes and prepares statistical data and reports on various activities of the Lung Centre;
- Establishes, maintains and advises on policies and procedures for procurement and inventory control. Ensures these policies and procedures meet UBC and DAP standards;
- Oversees the laboratory quality control program and communications with the DAP. Ensures compliance with required practices mandated by the DAP in order to maintain accredited status;
- Maintains ongoing awareness of current practices in the field of pulmonary function testing. Changes and updates laboratory practices/procedures when necessary in collaboration with the Medical Director and the Director of the VCH Pulmonary Function Laboratory. Ensures all updates are in alignment with requirements by regulatory bodies;
- Oversees and advises on space planning for staff, faculty and students to ensure ongoing space requirements are met. Liaises with the Diamond Health Care Centre (DHCC) building managers and other departments as required.
- 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. Works in collaboration with Skunkwerks, HSSBC and external parties to ensure equipment and database integrity are maintained and operating efficiently;
- Inspects all work areas throughout the Lung Centre 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 Lung Centre. Responsible for quality control of equipment and services;
-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 Division Heads 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. Considerable judgment and initiative is exercised in decision making involving implementation of policies, and in designing methods of organizing and utilizing resources, and in forecasting resources requirements, anticipating needs of staff.
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 Lung Centre to meet the needs of patients, residents, and staff.
Supervision Received
The position reports to and works closely with the Medical Director and Division Heads. This position may also work closely with and provide support to faculty members within the Lung Centre.
The incumbent is expected to work independently and effectively with minimal supervision. Works independently, determining priorities as necessary. The position requires a high degree of independent, executive decision making, ability to assess and implement work required, strong organizational skills and the ability to provide leadership and support.
Supervision Given
This position directly and indirectly manages 12 support staff positions, including administrative, technical and student employees. This includes hiring, training, evaluating, disciplining and terminating unionized and non-unionized staff.
Minimum Qualifications
- 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
Undergraduate degree in a relevant discipline.Minimum of three years experience or the equivalent combination of education and experience.Previous experience required in administration, staff supervision, leadership, human resources, financial planning and reporting. Experience managing budgets and developing and interpreting policies and procedures. Experience with coaching or a coaching background an asset. Knowledge of medical terminology and pulmonary function testing 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.
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