Job Description

Staff - Union
Job Category CUPE 2950
Job Profile CUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)
Job Title Senior Program Assistant-ANAE Residency Program
Department Residency Administration I Department of Anesthesiology, Pharmacology & Therapeutics I Faculty of Medicine
Compensation Range $4,739.00 - $5,102.00 CAD Monthly
Posting End Date October 3, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date January 9, 2026
This is a part-time position at 50% FTE.
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 position provides administerial support for the Postgraduate Residency Training Program in the Department of Anesthesiology, Pharmacology & Therapeutics at the VHHSC Site.
Organizational Status
Reports directly to the Residency Program Director and the Postgraduate Education Program Manager, and indirectly to the Administrative Manager. Part of this role will be to supervise a Junior Program Assistant (Grade 5) and Student Assistants within the office.
Work Performed
Although the applicant will be working as part of a close-knit team, most of the allocated roles will be independent with the expectation of initiative being used to trouble-shoot and manage.
Day to day workflow

• Provides overall administrative and operational support to the Program Director, Associate Program Director, Postgraduate Education Program Manager, Committee Chairs, and Lead Residents.

• Takes initiative to schedule each resident to meet with the Program Director twice a year.
• Sends the Committee Chairs reminders to the next committee meeting.
• Assists with the on-going development and improvement of electronic information support systems, such as student information systems for registration, program and course scheduling, and exams, grades, certificates.

• One45 - Inputs residents' rotation schedule (per academic year) and initiates workflow (per block); Inputs vacations, leaves, lieu, and flex days; Tracks evaluations received and flags any concerns.
• RMS - Inputs resident leaves and sick days; Approves/denies stat holidays worked.
• Entrada - Tracks evaluations received; Onboards new faculty.
• Logbooks - Initiates and share fillable link.
• Updates relevant support systems when there are changes.
• Collects and maintains resident files - evaluations, research, quality assurance projects, resident as teachers report, letters, logbooks, etc.
• Keeps track of and inputs residents':

vacation days / flex days / lieu days earned & taken / all leaves, including conferences, maternity, parental, medical, personal / sick days / etc. This will include initially overhauling the current system which needs improvement.
Committee support

• Assists the Residency Program Committee (RPC):

• Send out calendar invites for the RPC and maintains updated membership.
• Take attendance and minutes for the RPC
• Assists the Competence Committee (CCM):

• Send out calendar invites for the CCM and maintain updated membership.
• Create and maintain a resident summary sheet for each resident that tracks training requirements, rotations scheduled/completed by the resident, and evaluations received for the resident.
• Ensure that each resident is reviewed twice a year by the CCM.
• Send reminder emails to rotation supervisors to complete evaluation of residents.
• Assists the Training Experience Review Subcommittee (TERC):

• Annually collate resident evaluations of faculty and rotations.
• Prepare and provide report to the TERC.
• Assists the CaRMS Selection Committee:

• Coordinates with the CaRMS Committee Chair to do an info session for potential candidates to the residency program.
• Circulates info session to all UGME programs throughout the nation.
• Assists the Program Manager in matching the candidates to interviewers using an unbiased grouping method.

Event Organisation

• Assists in organizing and preparing for various events - Academic Days, Journal Club, CaRMS, annual events (awards night)

• Organizes catering.
• Books physical & virtual rooms.
• Researches and assists in finding a venue for the annual Resident Retreat.
• Manages the budget relating to these events
• Prepares and circulates the "Weekly Schedule of Events".
• Communicates mandatory resident events with the Basic Clinical Year (BCY) Coordinators.
• Registers courses and exams for residents (e.g. AKT, ACLS, ATLS).
• Invigilates written exams for the residents.

Finance

• Processes and tracks all postgrad invoicing and expense reimbursements. Responsible for the distribution of payment to residents.
• and submits all teaching payment data.
• Coordinates finance reimbursements, invoicing, direct deposit info etc.

Projects

• Updates job manual and job description on an annual basis as needed. Developing an online option for this to be more accessible is a goal of the program.
• Working with the Program Director to set up and help run Townhalls for each of the residency years.

Consequence of Error/Judgement
This position must exercise good judgement and initiative to handle matters based on the knowledge of the UBC, Departmental and Royal College policies and procedures. New or unusual problems are referred to the Program Coordinator or Program Manager.
Supervision Received
Work is done primarily independently. However, consults the Postgraduate Education Program Manager on new or complex problems.
Supervision Given
Supervise a Junior Program Assistant (Grade 5) and Student Assistants within the office.
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

• Training in office procedures, software applications and website design/maintenance preferred.
• Experience using One45 and FMS including knowledge of UBC Finance Policies and Procedures preferred.
• Experience in a medical setting preferred.
• Computer experience required (Word and Excel preferred).
• Excellent oral, written communication, interpersonal and organizational skills.
• Ability to type 60 w.p.m. and to operate a normal range of office equipment.
• Ability to use word processing and spreadsheet applications (Excel) at an advanced level including pivot tables.
• Ability to prioritize work, multi-task and to work under pressure to meet deadlines.
• Ability to maintain accuracy and attention to detail.
• Ability to exercise tact and discretion.
• Ability to work both independently and within a team environment.
• Ability to take and transcribe minutes.
• Ability to work a flexible schedule including attending early morning meetings and evening and weekend events as required.

Skills Required