Postgraduate Scheduling Assistant

ubc; Vancouver; On-site; CAD 53,000 - 57,000; Full time

Job summary

The University of British Columbia in Vancouver is seeking a postgraduate scheduling assistant to provide administrative support for the Postgraduate Education Program in the Department of Medicine at the Vancouver General Hospital site.

The role oversees the program curriculum, coordinates CTU and cross-coverage scheduling, arranges exams and resident events, and maintains confidential information across multiple teaching sites.

Responsibilities

• Supports logistics for Academic Half Day sessions and maintains the PGY1-3 Curriculum calendar
• Oversees the Educational Curriculum Committee scheduling and membership
• Plans six annual OSCEs and CC exams including scheduling, examiner recruitment, room bookings, station prep
• Coordinates and schedules resident reviews with the Program Director and Associate Program Directors
• Assists with PGY4 Journal Clubs, didactic and simulation sessions, orientation, and graduation dinner arrangements
• Creates monthly CTU call databases for students and residents at VGH, SPH, and RCH for CTU scheduling
• Prepares and distributes monthly CTU call forms and follows up to ensure completeness
• Assists Lead Resident with CTU final formatting and circulation of schedules
• Surveys residents monthly for cross-coverage eligibility and drafts the Cross Coverage schedule
• Coordinates new hospital IDs for incoming residents and assists with program events across sites
• Supports events like Resident BBQ, Research Day, Boot Camp, Orientation, CaRMS, accreditation, ACP Exam

Job description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)

Job Title

Postgraduate Scheduling Assistant

Department

Postgraduate Vancouver IM Education Support | Department of Medicine | Faculty of Medicine

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

September 20, 2026

Job End Date

October 11, 2027

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 administrative support for the Postgraduate Education Program in the Department of Medicine at the Vancouver General Hospital Site. The Internal Medicine Training Program is the largest centralized program in the Faculty of Medicine with 50+ new positions available each year making this program the second largest in the country. The position is responsible for overseeing all of the academic curriculum of the program, inclusive of events and examinations.

This position is also responsible for supporting the Internal Medicine Training Program's three Lead Medical Residents at the core teaching sites on the Lower Mainland in the creation of Clinical Teaching Unit (CTU) and Cross Coverage call schedules each month. The complexities of a program this large are many and operational requirements are at a constant high level demanding a strong understanding of the systems and policies within the Program, Faculty of Medicine, UBC and Resident Doctors of BC. This position is responsible for dealing with sensitive and confidential issues as well as exercising judgment and tact when dealing with many situations.

Organization Status

The position reports directly to the Vancouver Program Manager and supervised by the Program Coordinator. The incumbent takes work direction and provides program support to the Program Director and Associate Program Director, Curriculum Development. The position interacts with Internal Medicine Associate Program Directors, Faculty, Residents and the Faculty of Medicine Postgraduate Deans' Office. They also provide support to the Lead Medical Residents at Royal Columbian, St. Paul's, and Vancouver General Hospitals.

Worked Performed

• Academic Curriculum :
  • Supports with all logistics for Academic Half Day sessions, maintains the PGY1-3 Curriculum calendar, confirms speakers and topics, ensures facilities and speaker needs are arranged and oversees timely posting of presentations and videos to Entrada.
  • Oversees all aspects of the Educational Curriculum Committee (ECC), including scheduling meetings and managing membership in consultation with the Associate Program Director, Curriculum Development.
  • Plans, organizes, and leads six annual Objective Structured Clinical Examinations (OSCEs) and Crucial Conversations (CC) exams, including scheduling, examiner recruitment, room bookings, station preparation, coordinating standardized patients and volunteer patients, and distributing resident and examiner schedules.
  • Coordinates and schedules resident review meetings with the Program Director and Associate Program Directors, with a goal of two reviews per resident each academic year.
  • Assists Associate PGY 4 Program Director with coordination of PGY4 Journal Clubs, organizes PGY4 didactic and simulation sessions, provides administrative support for PGY4 Orientation, and assists the Program Director with PGY4 graduation dinner arrangements.
• Clinical Teaching Unit (CTU) and Cross Coverage Scheduling
  • Creates monthly contact databases for students and residents at VGH, SPH, and RCH as the foundation for CTU schedule development, collecting information from multiple sources to ensure complete and accurate data.
  • Prepares and distributes monthly CTU call request forms to residents and students and follows up as needed to ensure all information is complete.
  • Assists Lead Resident with CTU final formatting and circulation of schedules to all residents and medical students.
  • Surveys residents monthly for eligibility for Cross Coverage scheduling and call requests. Follows up as needed to ensure complete information and cross-checks the master rotation schedule for accuracy. Uses the collected information to draft the Cross Coverage schedule and works with the LMRs to finalize it before release.
• General Administrative Support:
  • Coordinates new hospital ID's for incoming residents annually.
  • Assists with and attends all special events as needed, including Annual Resident BBQ, Resident Research Day, Boot Camp, Resident Orientation, CaRMS, accreditation, ACP Exam and any other program events that develop.
  • Works with the Global Health Associate Program