Job Description

Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Sr Program Asst-Med Ed (Gr8)
Job Title
Senior Program Assistant
Department
Education Support | Department of Psychiatry | Faculty of Medicine
Compensation Range
$4,739.00 - $5,102.00 CAD Monthly
Posting End Date
July 21, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
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 Department of Psychiatry is one of the larger departments in the Faculty of Medicine (FoM) with over 1,000 department members including full time and clinical faculty, fellows, staff in varying job families and classifications. The Department's medical education programs are some of the most widely distributed within the Faculty of Medicine with faculty appointees and trainees located within all six Health Authorities. The Psychiatry Postgraduate program is among the largest in the Faculty of Medicine, with over 130 residents in the 5-year program.
This position reports to the Senior Education Programs Manager and receives work direction from the Senior Education Programs Manager, the Postgraduate Education (PGE) Manager, and Program Directors and the Competence By Design (CBD) Faculty Lead. This position is based in the Department of Psychiatry at Diamond Health Care Center at Vancouver General Hospital (VGH) site. This position supports the distributed administrative needs of our program across the province. Flexibility in work hours is required as needed to meet the various UBC Department Education Programs timelines, deadlines and operational requirements.
Primary job duties include organizing, scheduling, tracking and administration for monthly Competency Committee meetings. This is including but not limited to: monitoring and tracking resident performance through form completion and milestone tracking, drafts documentation, reports and materials. Works with the CBD Faculty Lead to plan and organize CBD workshops, presentations and events as needed. Maintains meeting and task deadlines to ensure timelines are met. In addition, this position also coordinates and organizes resident Probation meetings, Scholarly Activity Committee meetings, and drafts and preparing documents for Oversight Committee meetings. Provides administrative support with resident Semi-Annual Reviews and Placement planning. Supports the Senior Education Programs Manager and Manager, PGE with event planning throughout the year.

Organizational Status
As a member of the Department of Psychiatry Education team, this position reports to the Senior Education Programs Manager. The incumbent works closely with and receives work direction from Senior Education Program Manager, Manager, PGE, Program Directors and CBD Faculty Lead.
The incumbent will liaise with Department members, residents, personnel at hospitals and other training sites, and Department and Faculty of Medicine staff. This position will be required to work flexible hours and days to meet operational requirements. May be required to travel.

Work PerformedOrganizes, coordinates and provides administrative support for monthly Competence Committee (CC), Oversight Committee, and Scholarly Activity Committee meetings including, but not limited to, setting up meeting schedules, preparing and distributing agenda and supporting documents and confidential materials, providing virtual meeting support, transcribing and distributing minutes, timely follow-up on action items. Works with the CBD Faculty Lead on the organization of CC meetings, event planning for CBD workshops, seminars and lectures. Provides timely suggestions to the CBD Faculty Lead to ensure deadline timelines are maintained and adhered to. Provides virtual support for all CC and CBD related meetings and sessions. Prepares, updates, and maintains accurate records and reports in accordance with the Royal College Accreditation standards. Files and uploads necessary materials in Entrada and individual resident files in a timely manner prior to and post CC meetings. Liaise with PGME Entrada Support for user access troubleshoots as needed Drafts, prepares and distributes letters, memos, reports and other highly confidential correspondence and written materials on behalf of the CBD Faculty Lead and other Program Leadership. Responsible for tracking resident assessments and progress via One45 and Entrada in a timely manner, including EPA completion, EPA reminders, and resident promotions on Entrada. EPA support for faculty members (editing, deleting, updating, etc). Maintains a depth of understanding and knowledge regarding CBD and EPA's. Works with the Manager, PGE on CBD updates and improvements in the PGE program. Liaise with other distribute site administrators for Academic Advisor access set up on Entrada and on One45. Coordinates Resident Probation meetings, including scheduling, preparing and distributing agendas, minutes and other meeting documents, timely follow-up on action items and deadlines, transcribing minutes and virtual meeting support. Responsible for supporting and tracking resident learning plan via internal spreadsheets, remediation, and probation progresses including timely follow-ups with the resident, supervisor, or Program Leaderships in documentation and assessment completion, managing and filing relevant documents to respective resident files Provides administrative support for the resident Semi-Annual Review process under guidance of the Manager, PGE, including: collecting and preparing documentation, filing completed semi-annual reports. Responsible for the processing of all resident PGME Reimbursements, ranging but not limited to: mandatory distributed rotation travel, distributed travel, off site call-back travel, mandated academic events. Supports financial processing of resident Department Education Fund reimbursements as needed. Provides support to Manager, PGE in fiscal year-end matters, including Entrada reports on faculty. Assists the Manager, PGE with annual Canadian Residency Matching Service (CaRMS) Match including, but not limited to, scheduling, communications, reviewing materials, attending staff training meetings as required, and virtual support on interview day. Participates in Department and PGME meetings and workshops as required. Manages high volume of incoming inquiries and requests, exercises tact and discretion with prioritizing, researches and determines appropriate course of action. Communicates with both Manager, PGE and Senior Education Programs Manager on high-level, confidential items. Assists Manager, PGE with preparing for accreditation (internal and external program reviews); including but not limited to: preparing materials, collecting documentation, collating documentation, and distribution. Develops and maintains a clear and comprehensive Standard Operations Manual for position. Uses judgement, discretion and tact in responding to oral and written inquiries based on knowledge of the Department and University in general; required to redirect requests diplomatically and persuasively in complex and sensitive situations. Maintains Education Program confidential files and materials in accordance with UBC and FoM policies on retention of documents. Coordinates administrative work procedures and processes, resolves complex administrative issues as they arise, escalating to appropriate colleagues when required. Provide backup support and coverage for other education administrative staff as needed, depending on operational requirements. Preforms other related duties and tasks as required.


Consequence of Error/Judgement

This position required judgment, tact, discretion to an outstanding degree, due to the sensitive and highly confidential nature of work. Advanced interpersonal skills, sensitivity are required. Initiative and good judgement are required to plan and complete recurring procedures independently and within established timelines and deadlines. This position must incorporate knowledge of the University, Faculty, Department and Royal College policies and procedures. Failure to perform job duties appropriately and maintain a high level of accuracy could threaten accreditation, and errors may have a negative impact on the Department.



Supervision Received

This position reports to the Senior Education Programs Manager, and receives work direction from the Senior Education Programs Manager, Manager, PGE, Program Directors and CBME Faculty Lead. Performs familiar duties independently and in accordance with established procedures. Accountable to the Senior Education Programs Manager for meeting position expectations.



Supervision Given

There are no direct reports. This position will train new staff or temporary staff on work procedures, and may allocate work to and train Work Learn students.



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 QualificationsAbility to work a flexible schedule to meet program needs early mornings, and occasionally evenings or weekends. Excellent organizational skills, including the ability to take initiative, prioritize work, multi-task, schedule and meet deadlines with a high level of accuracy and attention to details. Ability to analyze problems, identify key information and issues, and effectively resolve. Strong ability to develop and streamline processes and procedures. Effective oral and written communications, with the ability to compose clear, concise and grammatically correct correspondence and business documents. Excellent time management skills, with the ability to prioritize and work effectively under pressure to meet deadlines. Effective interpersonal skills with the ability to deal with a diversity of people in a calm, courteous, and effective manner. Strong customer service skills. Experience with standard business office procedures and practices. Experience preferably in a university environment, UBC experience an asset. Experience in postgraduate training preferred; experience with Faculty of Medicine and residency training policies and procedures an asset. Experience in scheduling and event coordination. Experience reviewing and verifying financial reimbursement requests and invoices, and identifying and resolving issues. Ability to type 60 wpm and to operate a normal range of office equipment. Ability to take and transcribe well-written, accurate meeting minutes. Ability to work effectively independently and in a team environment. Ability to adapt to and implement changes. Strong software skills, and the ability to learn new software easily with standard level of training. High level of experience running online meetings and breakout sessions using Zoom. Ability to provide guidance and training to faculty on use of Zoom for program activities, and help troubleshoot issues. Experience with creating surveys in Qualtrics. Intermediate skills in Microsoft Outlook, Word, Excel and PowerPoint. Experience with Entrada, One45 and Resident Management System (RMS) Consistent track record of contributing to a positive workplace. Ability to provide feedback in a courteous manner. * Strong judgment and decision-making skills, and a proven ability to maintain confidentiality, tact and discretion.