Job Description

Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Sr Program Asst-Med Ed (Gr8)
Job Title
Research and Education Assistant
Department
Education Program Support | Department of Paediatrics | Faculty of Medicine
Compensation Range
$4,739.00 - $5,102.00 CAD Monthly
Posting End Date
August 26, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Ongoing
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 Summary

This position provides senior-level education programs and research support for the activities of the Pediatrics Undergraduate, Residency, and Subspecialty programs within the Department of Pediatrics. Working independently and exercising judgment and discretion, the Research and Education Assistant coordinates all administrative aspects of the research portfolio for Pediatric trainees. The role requires a comprehensive understanding of UBC Faculty of Medicine policies, medical training frameworks, and hospital credentialing processes.

Organizational Status
Reports to the Program Manager, Medical Education. Collaborates with a wide range of internal and external stakeholders including faculty members, fellows, residents, medical students, Divisional and Departmental administrative staff, UBC Postgraduate Medical Education and Undergraduate Medical Education offices, and hospital credentialing bodies.

Work Performed
Program Coordination and DeliveryIndependently coordinates all administrative aspects of the research and academic activities of trainees, involving research projects, research course, research competitions, presenting abstracts, Rounds and Advances, Journal Club, Vancouver Summer Program and Pediatrics Undergraduate Program. Maintains and updates all research documentation including relevant databases, learning objectives, program handbooks, and education policies. Independently coordinates and maintains web-based evaluation systems to ensure timely distribution and collection of evaluations; follows up on incomplete submissions. Including acquiring full working knowledge of One45, Entrada, & Qualtrics evaluation systems. Assists the Program Directors/DSSL's with planning complex and significant scheduling, and resource management by preparing schedules, documentation and corresponding with preceptors. Prepares and coordinates the complex scheduling of learners. This includes liaising with external and internal stakeholders including hospital services, postgraduate and undergraduate programs. Oversees academic sessions as part of the Program including scheduling, room booking (both virtual & physical spaces), materials preparation, and communication with faculty and trainees. Provides meeting setup & host support for all related virtual sessions. Maintains all current trainee & graduate records. Contributes to long-term program engagement initiatives. Organize the MiniGrant Competition including announcements, receiving proposals, organizing review, and checking budget's eligibility.

Program Planning, Evaluation and Problem-SolvingWorks closely with the Program Manager (Education), to address trainee concerns, program feedback, and administrative challenges; proposes and supports implementation of creative strategies to enhance program quality. Assists in identifying opportunities for innovative delivery of the research aspect of clinical education, including the integration of new formats or learning tools. Contributes to quality assurance efforts to ensure that the Division's programs meet the accreditation standards of the Royal College of Physicians and Surgeons of Canada. Collaborates with the broader education team in the Department to ensure alignment and consistency of program support and policy application.

Communication and LiaisonServes as a key point of contact for prospective applicants, current trainees, and faculty regarding all aspects of research activities for Pediatrics trainees. Independently responds to verbal and written inquiries with professionalism, accuracy, and discretion, using an in-depth understanding of institutional policies and processes. Disseminates program policies, accreditation requirements and other information from the PGME office and other stakeholders, ensuring trainees are aware of available training opportunities. Communicates regularly with administrative units in the Faculty of Medicine and external program partners to ensure timely coordination of information and documentation. Prepares and edits a range of documents, including professional correspondence, meeting minutes, reports, and educational materials. Maintains professional and effective working relationships with stakeholders within the academic and healthcare communities.

Financial and Administrative ManagementProcesses and tracks program-related financial transactions including teaching payments, education fund disbursements, invoice payments, travel reimbursements, deposits, and budget reconciliations. Including acquiring full working knowledge of PGME Resident Reimbursement, TTPS, & WorkDay systems. Maintains organized records of expenditures and assists in reporting and forecasting educational program budgets. Ensures compliance with university financial policies and procedures in all transactions. Independently monitors deadlines, credentialing milestones, and documentation workflows to prevent delays in licensing or onboarding of fellows and trainees. Liaises with faculty leadership and tracks action items relevant to the education programs. Support other operational tasks as required.

Consequence of Error/Judgement
This position is responsible for the proactive, timely, and accurate administration of educational programs that directly impact trainee accreditation, hospital staffing, and clinical service delivery. Errors in documentation, scheduling, or credentialing may delay or prevent fellows from commencing their roles, resulting in clinical coverage gaps and potential impacts on patient care. Failure to maintain program standards and records could jeopardize accreditation status and compromise the Pediatrics Undergraduate, Residency, and Subspecialty Programs' reputations. Considerable judgment, discretion, and initiative are required to assess and resolve complex issues, with significant problems referred to the Program Manager, Education.

Supervision Received

Works independently under the direction of the Program Manager, Education.



Supervision Given

May provide guidance, orientation, or training to temporary support staff, work-learn students, or junior staff assisting with program administration.



Minimum QualificationsHigh 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
Administrative experience in medical education or in providing research support strongly preferred. The ideal candidate will have had some exposure to clinical research or basic understanding of general research processes. Financial processing experience preferred. Ability to work as part of a team on major education events as well as an ability to work independently. Has strong information technology skills for tracking data and using databases. Requires effective oral and written communication skills as well as proven organizational, time management, and interpersonal skills. Familiarity with UBC or other university medical research processes will be an asset.