Senior Program Assistant, Medical Education

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Sr Program Asst-Med Ed (Gr8)

Job Title
Senior Program Assistant, Medical Education

Department
Education Program Support | Department of Paediatrics | Faculty of Medicine

Compensation Range
$4,739.00 - $5,102.00 CAD Monthly

Posting End Date
July 22, 2025

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

**Please note this is a 1-year term position.**

This offer is conditional upon successful completion of a Criminal Record Check.

Note: Only the Full Time Compensation Range is displayed on the job posting details advertised on the UBC Career sites.

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 Senior Program Assistant (Medical Education) provides the coordination of recruitment for Clinical Fellows, Postgraduate Trainees and Subspecialty Residents. The Department of Pediatrics appointment process is complex, as we are a joint department with BC Children s Hospital as well as UBC. The incumbent is responsible for the day-to-day administrative and operational running of the 17 subspecialty fellowship programs as well as some support to the general pediatric residency program and the undergraduate medical program. This position ensures that all phases of the program match or exceed faculty and national accreditation standards. The incumbent must use knowledge, discretion, tact, and judgment when dealing with trainees requests and concerns. The main role is to coordinate clinical fellows and postgraduate trainees appointment process and resolve any licenses, immigration and payroll issues that arise and ensures all administrative and legal requirements are established and maintained. Other duties include organizing logistics for academic sessions, subspecialty OSCE exams and supporting recruitment process during Subspecialty CaRMS, using the One45 WebEval system to send and maintain teaching evaluations and the STAR system to process Faculty Appointments. The position plays a key role in ensuring the smooth recruitment, selection, and orientation of new postgraduates at BC Children s Hospital.

Organizational Status
This position reports directly to the Education Manager and liaises frequently with the Education Coordinator, and supports the Associate Head of Education, and the Subspecialty Committee Chair. As well, the position works closely with all subspecialty, residency, and undergraduate program directors. This position collaborates and interacts with other members of the pediatric education team, divisional secretaries and representatives from within the hospital and university communities, and works closely with fellows as well as residents, and other administrative professionals within a teaching hospital setting.
This position liaises extensively with the College of Physicians and Surgeons of British Columbia, the Royal College of Physicians and Surgeons, and the Dean s Office, Faculty of Medicine.
The administrative office of UBC Department of Pediatrics is located at BC Children s Hospital in Vancouver. The Department is one of the largest and most complex within the Faculty of Medicine. Programs include the General Pediatric Residency, 17 Pediatric Subspecialty Divisions, Undergraduate Pediatric Clinical Skills, and the Core Pediatric Clinical Clerkships. There are over 70 Clinical Fellows, two Chief Residents, one Teaching Fellow, 46 Pediatric Residents, and over 300 medical students.

Work Performed
-Coordinate application and renewal process for physician appointment, licensing, and immigration for all Clinical Fellows, Postgraduate Trainees and Subspecialty Residents (SSRs) within the Department of Pediatrics.
-Maintain database of current Fellows/SSRs including important dates and funding information.
-Coordinates and processes Fellows appointments within the Department using the UBC Faculty of Medicine s STAR system and PHSA e-forms system.
-Contributes to planning and organizing 4 subspeciality academic half days per academic year. Tracks attendance and orders catering. Coordinates evaluation and assessments of teaching faculty on One45 WebEval.
-Supports the planning of Orientation Week. Provides information for the Fellows/ SSRs orientation package, CD and Pedsbook.
-Corresponds with prospective fellows regarding training programs and acts as resource person for divisional assistants and program directors regarding departmental policies and procedures.
-Supports recruitment of subspeciality residents through the Subspeciality CaRMS process
-Develops and circulates checklist(s) of steps to be taken by Program Directors for recruitment and renewal.
-Organize and administer two subspecialty OSCEs per year including on-site coordination, marking and archiving of cases.
-Liaises with internal UBC Departments (Faculty Relations, Postgraduate Dean s Office, UBC Dean s Office)
-Liaises with external organizations (PHSA Employee Services, College of Physicians and Surgeons of BC)
-Coordinates with the College of Physicians and Surgeons of BC to facilitate the licensing process for Fellows and Postgraduate Trainees.
-Provides documentation to applicant to obtain work permit.
-Arranges hospital privileges for fellows and postgraduate trainees.
-Assigns early UBC Employee ID using HRMS system
-Liaises with local and inter-site room bookers to book rooms and equipment for meetings and other events.
-Coordinates, attends, and minutes the Subspecialty Committee and EEC meetings.
-Supports Educational Leadership in report writing and information gathering.
-Works with Manager Education in processing PGME/VTF funds and memos.
-Assist with the development of innovative and creative ways to deliver high quality physician training
-Prepare all documents related to completion of training, including certificates, award selection). Responsible for archiving trainee records.
-Provides administration support at all education annual events (Graduation Banquet, Welcome BBQ, Orientation Day, CaRMS, Education Retreat and Celebrate Research Day).
-Provide high-level support for a variety of specialized and complex educational projects (ie. Accreditation, First Responder, and FUDAN Projects)
-Works independently to resolve issues and minimizes conflict for training programs and advises Division Assistants and Program Directors as needed.
-Other administrative duties as required.

Consequence of Error/Judgement
This position requires effective organizational planning and management skills to provide ongoing improvements and upgrades to all aspects of postgraduate education delivered by the Department. Failure to follow strict timelines and sequential administrative processes will result in physicians not having the appropriate licensure and documentation to commence work in the Department of Pediatrics, resulting in shortages of physicians to meet patient care and academic needs. Errors or omissions in any step of the procedure would seriously and adversely affect the Division and the new recruit. Failure to represent the Department in a professional way would diminish the credibility of the Education program and the Department. Confidentiality must be maintained at all times. Observance of relevant policies of both UBC and C&W/PHSA required.

Supervision Received
Work is done under supervision of Associate Head of Education/Manager of Education/Education Coordinator/Subspecialty Committee Chair. Performs routine duties independently Reports regularly on progress.This position is expected to work independently, with minimal supervision. Applies knowledge of procedures, guidelines and regulations and makes decisions within established protocols. Uses sound judgment, tact, discretion and sensitivity in problem solving. Significant problems are referred to Associate Head of Education/Manager of Education/Education Coordinator/Subspecialty Committee Chair. Participates actively in dialogue and development of creative team-based solutions. Use considerable knowledge, discretion, and judgment in handling trainee questions, concerns, and requests.

Supervision Given
Oversees casual/student employees. Trains as necessary, new and inexperienced staff (including students and temporary staff).

Minimum Qualifications

-High School graduation, plus two-year post-secondary diploma, plus four years of related experience or an 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
Minimum of two years administrative experience, preferably within a clinical education setting. Familiarity with an acute hospital setting would be an asset. Ability to communicate effectively verbally and in writing. Ability to work effectively independently and in a team environment. Computer experience in word processing, database maintenance, and graphics presentations. Ability to approach issues with maturity, sensitivity, and discretion. Ability to apply high ethical standards to all interactions with and among staff, students, patients, and volunteers.