Job Description

Staff - Union
Job Category CUPE 2950
Job Profile CUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)
Job Title Education Assistant
Department Administrative Support | Department of Dermatology and Skin Science | Faculty of Medicine
Compensation Range $4,739.00 - $5,102.00 CAD Monthly
Posting End Date September 20, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date Ongoing
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 Summary
The Education Assistant is responsible for the overall administration, day-to-day planning, and delivery of the Departments Undergraduate Medical Education (UGME) Program and supports the delivery of the Departments Postgraduate Medical Education (PGME) Program.
Organizational Status
The UBC Department of Dermatology and Skin Science administrative office is located in the Skin Care Centre, Vancouver General Hospital. This position reports to the Administrator, is supervised by the Education Manager, and receives direction from the UGME and PGME Program Directors. This position interacts with faculty, trainees and staff in the department including Faculty of Medicine UGME and PGME program offices and clinical/hospital staff.
Work Performed

• Coordinates weekly placement of medical students to multiple teaching sites throughout BC.
• Coordinates UGME Year 3 Program, Year 4 Electives and Out of Province Electives in Dermatology and Skin Science.
• Support Year 2 Clinical Skills Integument (Rash) Week, such as tutor & patient recruitment for Clinical Skills Office, guide/material update, interacts with other medical program sites regarding travel arrangement.
• Prepares and updates student schedules, information and orientation packages.
• Liaises with clinic assistants and collate preceptors' weekly teaching availabilities into the master schedule.
• Maintains the online assessment and evaluation process by entering student rotations on one45, and monitors student compliance with completion of rotation evaluations and teacher assessments.
• Arranges student grades including submissions into one45 at the end of clerkship, corresponding with preceptors regarding outstanding grades, highlighting students who require remediation to the UGME promotions committee, compiling student marks for submission to Dean's Office for scholarship nomination.
• Tracks WBA Direct Observation on Qualtrics and compile with paper evaluation form.
• Maintains and updates Entrada website information.
• Coordinates Academic Half-Day (AHD), arranges training for preceptors, liaises with Program Assistants in other medical program sites, and room bookings.
• Attend Undergraduate Dean's Office Program Administrator/Assistant meetings.
• Drafts and transcribes correspondence for Undergraduate Program Director.
• Coordinates education program meetings including scheduling dates, booking rooms, catering, and video-conferencing, distributing agendas, taking and distributing minutes.
• Maintains and update residents' academic and clinic schedules.
• Tracks attendance, sends reminders, and enters evaluations into one45 for resident academic half days.
• Liaises with health authority and site administrators across the province to respond to resident requests for building access, photo ID, transcription numbers, remote access, network logins, parking passes, prescription privileges, and patient information systems training and access.
• Participates in organizing, and provides administrative support during CaRMS, mock orals, orientations, Annual Dinner, Research Day, retreats, conferences, meetings, seminars and other regularly scheduled and special events pertaining to departmental academic activities including: scheduling of activities; booking venues; issuing notices and invitations; preparing and distributing agenda and other related documents; confirming speakers; making travel and catering arrangements; processing tracking and confirming registrations; receiving, copying and distributing reports and other written materials; coordinating videoconferencing and other A/V functions; and attending and recording proceedings.
• Prepares, maintains and disseminates the Department call schedule in both paper and online formats. Responsible for all changes and updates to the schedule.
• Troubleshoots administrative problems and responds to issues as they arise and escalates as appropriate.
• Contributes to the development and maintenance of the department website as it relates to undergraduate and postgraduate education.
• Coordinates weekly Departmental Grand Rounds including booking referrals, sending biopsy information, processing consult letters & scheduling videoconferencing.
• Prepares and distributes schedules, documents and notices, such as departmental events, and cancellation notices.
• Tracks and records all Clinical Faculty teaching and enters data for payment processing.
• Assists with work overflow and with coverage of work during breaks/absences of other administrative staff.
• Performs other duties as required.

Consequence of Error/Judgement
The Education Assistant is expected to exercise considerable judgment and initiative in the planning, and delivery of education programs within the Department of Dermatology and Skin Science. Errors could impede the delivery of education and training to students and residents and negatively impact the experience of students, residents, and faculty resulting in damage to the Departments reputation and its accreditation status. Inaccurate records and a lack of thoroughness in managing assessments and scheduling may result in inappropriate decisions about Student Promotions and faculty teaching and loss of valuable physician time and training opportunities. Impact of error is considerable as the incumbent is dealing with confidential information that is widely distributed. Any errors in decision could have repercussions for faculty and trainees and the image of the department as a whole.
Supervision Received
This position works independently under the broad direction of the Program Coordinator and the Program Directors. The incumbent is expected to be able to take initiative, problem solve, determine course of action and then follow through independently. Refers problems, especially recurring or ongoing to the Administrator.
Supervision Given
Is not required to supervise; may be required to explain work procedures to new or inexperienced 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

• Effective interpersonal skills with the ability to deal with a diversity of people in a calm, courteous, and effective manner.
• Strong ability to compose correspondence, reports, presentations and other written materials using clear, concise business English.
• Must have strong computer skills, and a high degree of accuracy and precision in MS Office programs including Word, Excel, PowerPoint and Outlook.
• Strong ability to determine the nature and urgency of inquiries and issues and triage appropriately.
• Demonstrated ability to prioritize work, multi-task and work under pressure to meet deadlines in a fast-paced environment.
• Excellent oral and written communication skills.
• Ability to exercise judgement, tact, confidentiality and discretion when dealing with sensitive matters.
• Ability to type 60 wpm with near-perfect accuracy and operate a normal range of office equipment.
• Ability to develop and maintain effective working relationships internally and externally to he department.
• Strong interpersonal skills to work effectively in a team environment with a positive attitude to the job.
• Strong organizational skills and ability to maintain accuracy and high level of attention to details.
• Ability to work independently and take initiative, including willingness to seek answers where personal knowledge may be lacking.
• Ability to take and transcribe accurate meeting minutes.
• Ability to use internet applications and tools at an intermediate level.
• Ability to work flexible hours including evenings and weekends to support meetings and events.

Additional assets:

• A strong desire to learn new skills and to play an important role in the Department.
• Experience in a post-secondary institution; UBC experience an additional asset.
• Thorough knowledge of University policies and procedures an asset.
• Experience with Workday and additional asset.
• Social media and web experience an asset WordPress, Instagram, Twitter, YouTube, etc..
• Medical terminology an asset.

Skills Required