Program Admin Support

University of British Columbia; Electoral Area A; On-site; CAD 54,000 - 57,000; Full time

Job summary

The Program Administrative Support role at University of British Columbia provides administrative, operational, and facilities coordination for the Program Director, leadership team, faculty, staff, and learners. This position serves as a key point of contact for internal and external stakeholders, with discretion and a strong understanding of departmental operations.

Responsibilities include managing complex calendars, preparing confidential correspondence and meeting materials, coordinating

Responsibilities

• Manage the Program Director's complex calendar with discretion.
• Prepare confidential correspondence and meeting materials.
• Coordinate committees and program events.
• Reconcile credit card statements and track project progress.
• Oversee facilities-related activities, including office moves and safety procedures.

Job description

Job Title

Program Admin Support

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Family Group

Staff - Union

Department

Post Graduate Program Support | Department of Family Practice | Faculty of Medicine

Compensation Range

$4,874.00 - $5,121.00 CAD Monthly

Job End Date

Ongoing

Posting End Date

October 30, 2026

Note: Applications will be accepted until 11:59 PM on the Posting 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 Program Administrative Support role provides comprehensive administrative, operational, and facilities coordination for the Program Director, leadership team, faculty, staff, and learners. This position serves as a key point of contact for internal and external stakeholders, exercising sound judgment, discretion, and a strong understanding of departmental and Faculty of Medicine operations. Responsibilities include managing complex calendars, preparing confidential correspondence and meeting materials, coordinating committees, and supporting a wide range of program events and initiatives. The role also oversees essential administrative functions such as credit card reconciliation, and project tracking. In addition, the position supports facilities-related activities, including office moves, renovations, and safety procedures, while liaising with Building Operations to address facility concerns when necessary. The incumbent contributes to the smooth functioning of the program by assisting with special projects, providing event coordination, and offering backup support to other administrative staff as needed

Organizational Status

The Department of Family Practice (DFP) educates learners, physicians, and midwives to be effective providers of patient-centered care in the context of the family and the community. The Department's vision is to improve the health of the people of British Columbia, and its mission is to provide leadership for innovation in healthcare; foster partnerships for promotion and enhancement of family medicine and midwifery; support faculty to teach and inspire medical and midwifery students, and family practice residents, across the province; and support faculty to undertake primary care research and participate in other scholarship. It is important to recognize the importance of family practitioners to the health of BC's population and strive to lead, partner, inspire, support and innovate.

The Department is a large and complex department with 27 academic faculty, over 5000 clinical faculty and 120 staff. The Department currently includes 3 education programs, 2 academic health clinics, 8 Special Interest Focus Programs (formerly known as Divisions) and multiple research units and programs. The education programs include the Residency Program, with the largest number of residents in the Faculty distributed among 19 sites across the province.

The administrative offices are housed at UBCV (Point Grey). DFP faculty and staff are located across numerous sites across the province, including Vancouver-Fraser, Vancouver Island, Northern BC, and the Interior.

Work Performed

PROGRAM ADMINISTRATIVE SUPPORT

Exercises sound judgment, discretion, and tact when responding to oral and written inquiries, drawing on extensive knowledge of the Department, Program, and overall operations of the University and Faculty of Medicine.

Reconciles credit card statements by verifying supporting documentation, reviewing transactions for eligibility and correct coding, resolving issues with cardholders and vendors, and ensuring no fraudulent activity. Sets up new users and updates account information.

Tracks and compile program committees attendance, ensure data accuracy

Researches, prioritizes, and determines appropriate actions, referrals, or responses for matters identified by the Program Director or Administrator.

Manages requests for information and data related to specific projects and tracks progress through completion.

MEETING COORDINATION AND CALENDAR MANAGEMENT

Serves as a confidential assistant to the Program Director, Assistant Program Director, and Senior Managers. Manages all aspects of the Program Director's complex calendar, including screening and prioritizing appointment requests with discretion and tact.

Communicates proactively with the Program Director to ensure the calendar is current and that all upcoming commitments are clearly understood.

Prepares correspondence, forms, and other documents-often sensitive and confidential-in draft or final form based on brief oral instructions, notes, or emails.

Prepares and distributes agendas and meeting materials for committees and