Executive Support Administrator, PGME

The University of British Columbia; Vancouver; On-site; CAD 67,000 - 96,000; Full time

Benefits offered by this job

Hybrid work arrangement

Job summary

The Executive Support Administrator provides administrative leadership for executive function supporting the Associate Dean, Postgraduate Medical Education (PGME), three PGME Assistant Deans, and the Director of Administration, PGME within the Faculty of Medicine.

The role manages service standards and frameworks to support leadership effectiveness across 23+ sites in BC, with interactions with hospitals, health authorities, and partner institutions.

Qualifications

• Undergraduate degree in a relevant discipline.
• Minimum two years related experience or equivalent.
• Commitment to equity, diversity and inclusion.
• Excellent oral and written communication and public relations skills.

Responsibilities

• Provides administrative leadership for executive support for PGME leadership.
• Manages scheduling and executive support for the Deans and Director of Administration, PGME.
• Develops administrative frameworks, standards and practices for executive leadership support.
• Prepares briefing documents, recommendations and confidential correspondence for senior leadership.
• Supports PGME resident appeals and governance activities.

Skills

Interpersonal skills

Oral and written communication

Diplomacy

Public relations skills

Education

Undergraduate degree in a relevant discipline

Tools

Microsoft Office Suite

SharePoint

Video conferencing (Zoom)

Job description

Staff - Non Union Job Category M&P - AAPS Job Profile AAPS Salaried - Administration, Level A Job Title Executive Support Administrator, PGME Department Postgraduate Operations Support | Medical Postgraduate | Faculty of Medicine

Compensation Range $5,964.75 - $8,573.08 CAD Monthly The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date September 1, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date Ongoing

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 Executive Support Administrator provides administrative leadership for executive function supporting the Associate Dean, Postgraduate Medical Education (PGME), three PGME Assistant Deans, and the Director of Administration, PGME within the Faculty of Medicine. The role is responsible for managing the delivery of administrative services that support PGME leadership priorities and effectiveness through the establishment of service standards, administrative frameworks, and continuous improvement initiatives. This includes responsibility for the planning and successful delivery of formal standing committees, key events, and leadership site visits, as well as providing expert guidance on complex or sensitive issues and meeting requests for the PGME leadership team. The PGME Office is responsible and accountable for all funding received from the Ministry of Health and for managing and guiding all Postgraduate Royal College and Family Medicine residency programs offered within the Faculty of Medicine at all 23+ sites across the province of British Columbia. Additionally, this position will be required to have regular interaction with the various hospitals, health authorities, government agencies and partner institutions, both local, national and internationally. The UBC Faculty of Medicine, through its Office of Postgraduate Medical Education (PGME), provides postgraduate medical training in 76 Royal College and 2 Family Medicine training programs in addition to a growing portfolio of Area of Focused Competence (AFC) Fellowship programs. The programs span multiple training sites and are distributed to clinical academic campuses and affiliated regional centers across the province. To accommodate the government funded increase in MD undergraduate graduates, the PGME program has been increasing the number of residents accepted into its programs. Since 2003 the number of residents has grown from 700 to more than 1500 in 2026 The incumbent must be able to work independently within the complex environment of the Faculty of Medicine PGME Office. This position will be interacting with a variety of faculty and staff in some high stakes or sensitive areas, and must be carry out the role accordingly. As this position will evolve given the various special projects that arise, the incumbent must be comfortable working with ambiguity and change. This position requires thorough knowledge of the activities of the PGME and the Faculty of Medicine, diplomatic persuasiveness, tact, discretion, good judgment, initiative, and the ability to work independently and cooperatively. Consistent with the Faculty's Professional Standards document, the Faculty is committed to the highest level of professionalism in all interactions whether they are emails, letters, or in-person. The required work is conducted in the Office of Postgraduate Medical Education in the VGH corridor in Vancouver. This position is eligible for hybrid work arrangements.

Organizational Status

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities in the world. Since 1915, UBC's entrepreneurial spirit has embraced innovation and challenged the status quo. UBC encourages its students, staff and faculty to challenge convention, lead discovery and explore new ways of learning. At UBC, bold thinking is given a place to develop into ideas that can change the world. Ranked among the world's top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world. UBC Faculty of Medicine Vision: To Transform Health for Everyone The Faculty of Medicine - comprised of approximately 2,700 administrative support, technical/research and management and professional staff, as well approximately 600 full-time academic and over 10,000 clinical faculty members - is composed of 19 academic basic science and/or clinical departments, 3 schools, and 26 research centres and institutes. Together with its University and Health Authority partners, the Faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province. This position reports to the PGME Infrastructure and Operations Manager. Works closely with the PGME Associate and Assistant Deans and Administrative Director, PGME. Interacts frequently with all staff within the PGME office, Department and Division Heads, Program Directors, Program Staff, Residents and outside agencies such as The College of Physicians and Surgeons of British Columbia, The Ministry of Health, and Resident Doctors of BC.

Work Performed

Provides administrative leadership for the executive support function serving the PGME Associate Dean, three PGME Assistant Deans, and the PGME Director of Administration, engaging in continuous quality improvement, establishing service standards and administrative frameworks that support leadership effectiveness within their respective portfolios. Manages and provides day-to-day direction to the Administrative Coordinator, PGME, including hiring, training, performance management and termination. Provides strategic oversight of leadership scheduling and executive support activities for the PGME Deans and Director of Administration, PGME. Establishes priorities and administrative approaches for managing requests, sensitive matters and emerging issues. Provides direction to the Administrative Coordination regarding prioritization, escalation and resolution of complex matters. Maintains ongoing consultation with the PGME Deans and Director of Administration, PGME to ensure alignment on scheduling priorities, emerging issues, and time-sensitive matters, and to ensure leadership is fully informed and supported. Develops administrative frameworks, standards and practices specific to executive leadership support activities and implements administrative policies, procedures and systems for the PGME Associate Dean, three PGME Assistant Deans, and the PGME Director of Administration; this includes service standards, communication protocols, information management practices, and leadership support processes to ensure consistency and effectiveness. Provides administrative leadership for implementation of initiatives supporting PGME leadership priorities and collaborates with the PGME Infrastructure and Operations Manager regarding operational impacts and resource considerations. Evaluates administrative implications, identifies implementation requirements and potential risks, and develops recommendations to support effective execution. Establishes administrative priorities, assigns work within the leadership support function, monitors progress toward objectives, and identifies issues requiring escalation or leadership decision-making. Manages formal standing committees within the PGME governance structure such as the Postgraduate Medical Education Committee (PGMEC) and other subcommittees. Ensures decisions, actions and outcomes align with leadership priorities and administrative requirements. Responsible for and manages a variety of ongoing, annual, and one-time initiatives, events or projects for PGME leadership, this includes: identification, implementation, review and management of all aspects of the project cycle including coordinating activities of project teams, analyzing and evaluating outcomes and providing advice on improvements. Acts as the primary administrative resource for leadership support staff on the PGME Deans and Director of Administration's commitments with respect to significant issues involving priorities, administrative interpretation and resolution of complex or sensitive issues. Provides leadership for the planning and administration of PGME leadership site visits, engagement activities, and strategic visits across BC. Identifies priorities, assesses implications and directs implementation. Manages the PGME resident appeals process by supporting PGME leadership and members of the Appeal Committee while ensuring adherence to Postgraduate Medical Education Trainees Appeal Policy. Ensures procedural compliance, consistency of process administration, and timely identification of issues requiring leadership review or escalation. Researches and determines appropriate course of action, referral or response on matters identified by the PGME Deans, Director of Administration, PGME. Provides recommendations and advice to PGME leadership regarding administrative issues requiring interpretation, prioritization or escalation. Reviews and synthesizes information to support the decision-making of the PGME Deans and Director of Administration, ensuring information is accurate, comprehensive, and aligned with meeting objectives and leadership priorities. This includes the review of materials for monthly strategic vision meetings with PGME leadership. Writes briefing documents, recommendations and confidential correspondence, policies, letters, and other documents for the consideration of PGME leadership. These communications will deal with sensitive matters and must be prepared using the highest level of tact and diplomacy. Corresponds with external partners, Program Directors, faculty members, staff, and others in a professional and timely manner on behalf of the PGME Deans, Director of Administration, PGME and the PGME Office by phone, email, and in person. Performs other related duties as necessary in keeping with the qualifications and requirements of the job. Consequence of Error/Judgement Consistent with the Faculty’s Professional Standards document, the Faculty is committed to the highest level of professionalism in all interactions. This position requires judgment, tact, discretion and initiative to an outstanding degree, especially in handling matters of a non-routine nature requiring the interpretation of University and Faculty guidelines, procedures and policies. The PGME Office routinely deals with sensitive and high priority issues. Tact and discretion in dealing with confidential and sensitive matters is paramount. Errors in judgement with internal and external constituents could have a negative impact on the PGME Office, the Faculty and the University resulting in legal action, negative public relations, financial costs, and loss of credibility. Work must often meet tight deadlines and requires the incumbent to perform well under pressure, often independently. The incumbent is expected to adapt to unexpected circumstances and apply independent judgment through careful consideration of nuance and context. The incumbent must demonstrate exceptional public relations and interpersonal skills in dealing with high profile members and senior administration of the university community. Inappropriate or errant communications of sensitive issues could have serious impact on operations and have legal implications.

Supervision Received

Reports to the PGME Infrastructure and Operations Manager. Works independently under broad directions and minimal guidelines. Work is reviewed in terms of effectiveness within established policies and guidelines.

Supervision Given

Manages the activities of CUPE 2950 administrative staff within the PGME Office.

Minimum Qualifications

• Undergraduate degree in a relevant discipline.
• Minimum of two years of 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

• Experience supporting senior leadership and managing highly complex calendars, scheduling logistics, and competing leadership priorities is an asset.
• Strong leadership skills, with the ability to proactively identify issues, recommend solutions, and advance initiatives with minimal supervision.
• Models a team commitment, an inclusive client-service mindset, and respect for others including trainees, staff, faculty, and community collaborators.
• Excellent interpersonal and diplomacy skills as well as demonstrated ability to work effectively in intercultural spaces, with colleagues and trainees who may possess diverse abilities, within virtual and in-person office spaces.
• Ability to work independently while contributing effectively in cross-functional teams and to develop thoughtful and effective working relationships and best-practices with trainees, faculty, staff and community collaborators.
• Superior interpersonal and management skills required and experience working in complex environments such as health care organizations or universities preferred.
• Excellent oral and written communication and public relations skills required, including experience drafting professional correspondence, briefing materials, reports, policies, and meeting documentation for senior leadership.
• Ability to exercise high level of diplomacy, tact and discretion when working with information of a confidential and/or sensitive nature and in dealing with various levels of leadership and external agencies.
• Ability to develop, implement and evaluate project and communication plans.
• Excellent attention to detail, organizational, critical-thinking, analytical, and problem-solving skills, with the ability to independently manage multiple projects, priorities and deadlines in a fast-paced environment that involve a variety of partners.
• Ability to be flexible and to adapt to changing priorities, set work priorities and work under pressure.
• Flexible, comfortable working in ambiguity, and high action orientation and invigorated by change.
• Intermediate to advanced level computer experience required (Zoom, Video-conferencing, Microsoft Office programs, including Outlook, Word, Excel, Teams, SharePoint and PowerPoint).
• Ability to supervise, mentor and coach staff; establish customer-service standards and goals, evaluate performance, provide feedback and take developmental feedback action as required.
• Ability to foster collaboration and respect among team members by addressing elements of the group process that impedes, or could impede, the group from reaching its goals.
• Ability to work strategically and cooperatively in a team environment with all levels of professional, technical and administrative staff integrating resources in a timely and organized basis.
• Knowledge of University policies and procedures preferred.
• Ability to type 60 w.p.m. and operate a normal range of office equipment.
• Experience with videoconferencing an asset.
• Ability to travel between local sites as required.

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority. If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at [e-mail].