Sr Program Assistant Medicine Education
January 28 2025
Industries
Education, Training
Categories Physicians
Vancouver, BC • Full time
Staff - Union
Responsible for administration of the UBC Postgraduate Program in Cardiology and administrative support to the program director.
Working Conditions:
Works in a secure office with sufficient light and no hazards present.
Organizational Status
Works directly for and is supervised by the Director of the Postgraduate Program. Activities require interaction with faculty, affiliates, residents, Dean s office, university and hospital staff, research staff, fellows and medical students, community health professionals, industry, and associations.
Work Performed
Coordinates work schedule of residents and ensuring holidays, conferences, elective rotations etc. are within PARBC and UBC regulations.
Coordinates the resident selection process by handling application material, reviewing applications, ensuring completeness of applicant files, corresponding with applicants to arrange interviews while liaising with selection committee members, arranging participation in CaRMS application process and organization of National Interview Day (arranging travel, conference facilities, interview order), sorting and preparing applications for selection of residents.
Coordinates with the Postgraduate Dean s office regarding selection of residents, Canadian and foreign sponsored. Ensures that immigration requirements are met for residents and provides information and orientation on related procedures.
Ensures smooth transition of incoming and outgoing residents July 1 every year by performing duties such as organizing orientation information, pagers, computer training sessions for new residents; organizing certificates, gifts and evaluations for graduating residents.
Administers computerized evaluation system WebEval. Ensure timely receipt of resident evaluations, organizes and updates resident files, and arranges interviews with the program director for each resident.
Completes documentation as required by the Royal College of Physicians and Surgeons.
Ensures timely evaluations of rotations and staff and distributes regular feedback to rotations and teaching staff and maintains related records.
Prepares and coordinates rotation schedule, updates orientation manual annually, provides information for website and update as needed, Arranges weekly academic half day (schedule made by chief resident), maintains on-call schedules (call schedule made by chief resident),
Collects attendance records at teaching sessions and update attendance in resident files. Attends part of weekly academic half day to ensure regular contact with residents.
Updates information for regular Royal College program reviews.
Compiles reports utilizing statistics and program data. Coordinates onsite surveys including preparation of detailed program information and written pre-survey as well as coordination on the day of survey.
Performs financial duties such as preparing and submitting payment schedules for residency program teaching, monitoring budgetary expenditures, and authorizing expenditures within prescribed limits.
Administers program accounts, payment of office invoices, honoraria and salaries.
Arranges payment to Division members, fellows and guests for teaching at scheduled teaching sessions. Arranges quarterly payments to rotations for regular teaching; submits information to the Department of Medicine.
Provides input into the education programs and assist the Program Director with developing and implementing policies.
Prepares for bimonthly committee meetings, type minutes and follow up on action items. Updates rotation specific goals and objectives.
Prepares yearly awards to residents and staff.
Assists in arranging teaching sessions and annual exams. Collates questions and answer sheets for annual exam, employ basic statistics to calculate average marks on exams.
Administers work flow in the program by coordinating work schedule of residents and ensuring holidays, conferences, elective rotations etc. are within PARBC and UBC regulations.
Consequence of Error/Judgement
The complex situation of working with an expanding residency program in a dynamic and changing division as well as the university and hospital environment requires exceptional judgment and communication skills. The program assistant works directly or indirectly with numerous individuals. Work is reviewed by the program director, who is a busy clinician, is an active researcher and is involved in many academic activities. Timely and accurate decisions are to be made independently by the program assistant in order to facilitate work progress in all program related matters. Because of the complex work environment, errors will affect numerous services and individuals, and are very time consuming to correct.
Supervision Received
Works independently and reports to the Director of the Postgraduate Program.
Supervision Given
No supervision given.
Minimum Qualifications
- 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
High School graduation and two year post-secondary diploma.Training in secretarial skills and medical office practices and terminology preferred.4 years related experience or the equivalent combination of education and experience.Program administrator/program assistant experience in cardiology preferred. Previous experience working with residents is an asset. Ability to type at least 50 words per minute.Experience and knowledge of Microsoft Word, Excel, Powerpoint (familiarity only) and the internet are essential, as well as comfort with learning new computer skills.Excellent verbal and written communication and organizational skills are needed to plan workflow and determine priorities in this interactive and dynamic environment.Demonstrated ability to exercise good judgment and discretion based on understanding of Divisional, University and Hospital policies.Ability to adapt quickly to an ever changing environment and flexibility is required.
Job Category
CUPE 2950Job Profile
CUPE 2950 Salaried - Sr Program Asst-Med Ed (Gr8)Job Title
Sr Program Assistant Medicine EducationDepartment
Postgraduate Medical Education Support Division of Cardiology | Department of Medicine | Faculty of MedicineCompensation Range
$4,739.00 - $5,102.00 CAD MonthlyPosting End Date
February 4, 2025Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Feb 28, 2026At 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 Description SummaryResponsible for administration of the UBC Postgraduate Program in Cardiology and administrative support to the program director.
Working Conditions:
Works in a secure office with sufficient light and no hazards present.
Organizational Status
Works directly for and is supervised by the Director of the Postgraduate Program. Activities require interaction with faculty, affiliates, residents, Dean s office, university and hospital staff, research staff, fellows and medical students, community health professionals, industry, and associations.
Work Performed
Coordinates work schedule of residents and ensuring holidays, conferences, elective rotations etc. are within PARBC and UBC regulations.
Coordinates the resident selection process by handling application material, reviewing applications, ensuring completeness of applicant files, corresponding with applicants to arrange interviews while liaising with selection committee members, arranging participation in CaRMS application process and organization of National Interview Day (arranging travel, conference facilities, interview order), sorting and preparing applications for selection of residents.
Coordinates with the Postgraduate Dean s office regarding selection of residents, Canadian and foreign sponsored. Ensures that immigration requirements are met for residents and provides information and orientation on related procedures.
Ensures smooth transition of incoming and outgoing residents July 1 every year by performing duties such as organizing orientation information, pagers, computer training sessions for new residents; organizing certificates, gifts and evaluations for graduating residents.
Administers computerized evaluation system WebEval. Ensure timely receipt of resident evaluations, organizes and updates resident files, and arranges interviews with the program director for each resident.
Completes documentation as required by the Royal College of Physicians and Surgeons.
Ensures timely evaluations of rotations and staff and distributes regular feedback to rotations and teaching staff and maintains related records.
Prepares and coordinates rotation schedule, updates orientation manual annually, provides information for website and update as needed, Arranges weekly academic half day (schedule made by chief resident), maintains on-call schedules (call schedule made by chief resident),
Collects attendance records at teaching sessions and update attendance in resident files. Attends part of weekly academic half day to ensure regular contact with residents.
Updates information for regular Royal College program reviews.
Compiles reports utilizing statistics and program data. Coordinates onsite surveys including preparation of detailed program information and written pre-survey as well as coordination on the day of survey.
Performs financial duties such as preparing and submitting payment schedules for residency program teaching, monitoring budgetary expenditures, and authorizing expenditures within prescribed limits.
Administers program accounts, payment of office invoices, honoraria and salaries.
Arranges payment to Division members, fellows and guests for teaching at scheduled teaching sessions. Arranges quarterly payments to rotations for regular teaching; submits information to the Department of Medicine.
Provides input into the education programs and assist the Program Director with developing and implementing policies.
Prepares for bimonthly committee meetings, type minutes and follow up on action items. Updates rotation specific goals and objectives.
Prepares yearly awards to residents and staff.
Assists in arranging teaching sessions and annual exams. Collates questions and answer sheets for annual exam, employ basic statistics to calculate average marks on exams.
Administers work flow in the program by coordinating work schedule of residents and ensuring holidays, conferences, elective rotations etc. are within PARBC and UBC regulations.
Consequence of Error/Judgement
The complex situation of working with an expanding residency program in a dynamic and changing division as well as the university and hospital environment requires exceptional judgment and communication skills. The program assistant works directly or indirectly with numerous individuals. Work is reviewed by the program director, who is a busy clinician, is an active researcher and is involved in many academic activities. Timely and accurate decisions are to be made independently by the program assistant in order to facilitate work progress in all program related matters. Because of the complex work environment, errors will affect numerous services and individuals, and are very time consuming to correct.
Supervision Received
Works independently and reports to the Director of the Postgraduate Program.
Supervision Given
No supervision given.
Minimum Qualifications
- 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
High School graduation and two year post-secondary diploma.Training in secretarial skills and medical office practices and terminology preferred.4 years related experience or the equivalent combination of education and experience.Program administrator/program assistant experience in cardiology preferred. Previous experience working with residents is an asset. Ability to type at least 50 words per minute.Experience and knowledge of Microsoft Word, Excel, Powerpoint (familiarity only) and the internet are essential, as well as comfort with learning new computer skills.Excellent verbal and written communication and organizational skills are needed to plan workflow and determine priorities in this interactive and dynamic environment.Demonstrated ability to exercise good judgment and discretion based on understanding of Divisional, University and Hospital policies.Ability to adapt quickly to an ever changing environment and flexibility is required.
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