Job Description

Staff - Union
Job Category CUPE 2950
Job Profile CUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)
Job Title Rural Senior Program Assistant
Department Rural Programs 1a | Continuing Professional Development | Faculty of Medicine
Compensation Range $4,739.00 - $5,102.00 CAD Monthly
Posting End Date October 13, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date October 30, 2026
Please note this position is a 1 year leave replacement with the possibility for extension.
Summary
This position is responsible for coordinating the implementation of custom education programs in the UBC Faculty of Medicine s Division of Continuing Professional Development (UBC CPD). The incumbent coordinates the delivery of educational programs for physicians and other health professionals in British Columbia. The incumbent works to ensure that all levels of coordination of multiple on-going community-based and provincial CPD programs are implemented effectively, successfully, within budget, utilizing a variety of computer, organizational, and prioritization skills.
Organizational Status
This position reports to the UBC CPD Education Manager and works closely with other members of the UBC CPD team.
-Works closely, collegially, and collaboratively with the other UBC CPD staff in the conference services and education and research group.
-Interacts regularly with various departments on campus (within and outside of the Faculty of Medicine), hospital and clinical teams, planning committees, subject-matter experts, strategic partners, health authorities and regional medical education programs.
Work Performed
Incumbent will:
- Independently organize, implement, and execute multiple high profile CPD events and activities with minimal supervision
- Monitor budgetary expenditures and authorizing expenditures within prescribed limits
- Coordinate implementation of multiple CPD activities and plans with changing timelines
- Prioritize and adjust workflow based on changes to the budget and actualized registration numbers per event and other variables
- Records minutes at planning committee and working group meetings and distributes them to participants in a timely fashion with clear action items
- Design workshop promotional materials (brochures, flyers, postcards, journal print advertisements, posters)
- Ensure that subject matter experts and working group members are paid on time for project work
- Implement marketing plan and delivery per event; ensure that website and other marketing vehicles are kept up-to-date with appropriate information
- Coordinate CPD event logistics for assigned projects including complex professional audio visual needs and set up, speaker/facilitator/instructor coordination, coordination of special equipment, event catering requirements, offsite special event coordination, and liaison with event registrants
- Compile and prepare program syllabus for learners following best practices and standards
- Ensure program accreditation standards are consistently met, maintain program accreditation and issue participants certificates
- Contribute to the development of appropriate learning objectives; liaise with working group or subject matter experts as needed
- Act professionally in communication with faculty, instructors, and others to make CPD program arrangements including travel bookings
- Work with the project team to ensure all CPD event arrangements are properly carried out
- Summarize and review program evaluation data and suggest opportunities for improvement
- Work with project team in developing status reports and final program reports for sponsors and stakeholders
Consequence of Error/Judgement
This position requires judgment, tact, discretion and initiative to an outstanding degree. Considerable judgment must be initiated and carried through activities important to the functioning of UBC CPD in absence of established policies, procedures and guidelines. Poor judgment or ineffective communications with community partners and organizations could result in strained relations that compromise the integrity and credibility of UBC CPD.
Supervision Received
Works independently and reports to the UBC CPD Education Manager. May take some direction from UBC CPD Project Manager and Program Coordinators depending on project assignments. The incumbent will be expected to:
- Work collegially and collaboratively with the other UBC CPD staff.
- Interact regularly with internal and external UBC CPD stakeholders, including administrators of campus and hospital departments, conference chairs, planning committees, subject matter experts, course instructors and facilitators, external services providers, learners, and others.
Supervision Given
None.
Minimum Qualifications
- High School graduation and two years post-secondary education and4 years 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
Ability to maintain accuracy and attention to detail
Ability to anticipate problems and issues and plan ahead
Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English
Ability to efficiently and effectively coordinate tasks
Ability to effectively manage multiple tasks and priorities
Ability to accurately proofread for spelling, grammar, and punctuation
Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals
Ability to effectively use Zoom, Outlook, Word, Excel and Publisher at an intermediate level
Ability to perform word processing at intermediate level
Ability to communicate effectively verbally and in writing
Ability to understand and apply policies, procedures, and instructions
Ability to listen actively and attentively, and obtain clarification as required
Ability to work effectively with minimal supervision
Ability to assist clients in identifying appropriate courses of action
Ability to work effectively independently and in a team environment
Ability to develop and maintain cooperative and productive working relationships
Work intensity tends to vary from month to month requiring an ability to handle fluctuating workload trends.
Ability to work some weekends and additional hours when required.

Skills Required