Residency Program Assistant

ubc; Vancouver; Hybrid; CAD 53,000 - 57,000; Part time

Job summary

The Residency Senior Program Assistant (RSPA) at University of British Columbia provides complex coordination and administrative and financial assistance to the Residency Program Manager and Program Directors in the Department of Pathology and Laboratory Medicine.

The RSPA oversees day-to-day administrative and financial processes for four residency programs and related fellowships, ensuring alignment with MOH guidelines and accreditation standards.

Responsibilities

• Coordinates resident rotation scheduling and evaluation processes (ITERs) across educational systems (One45, Entrada, RMS).
• Notifies residents and preceptors of rotation information and academic events; supports residents on external electives, including hospital access and IDs.
• Coordinates program accreditation processes, including Royal College visits, compiling documentation and coordinating logistics.
• Plans conferences, workshops, and meetings including CaRMS interview cycles, graduation ceremonies, Residency Program Committee meetings, Pathology Day, and CME/CanMEDS sessions.
• Performs financial duties such as tracking payments, reconciling budgets, purchasing supplies, and ensuring backup documentation.
• Provides input into program policy and assists in implementing administrative procedures aligning with guidelines.
• Maintains resident and program records and archives files on shared drives.
• Compiles reports using statistics on residents, faculty, and research outputs.
• Provides backup coverage for the Residency Assistant as needed.

Job description

Staff - Union

Job Category

CUPE 2950

Job Profile

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

Job Title

Residency Program Assistant

Department

Postgraduate Medical Education Support | Department of Pathology and Laboratory Medicine | Faculty of Medicine

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

September 13, 2026

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

July 2, 2028

This is a part-time position (60% FTE - 21 hours per week) for an 18-month term, with the possibility of extension. Expected start date is January 3, 2027.

Compensation Range at 60% FTE:

2,843.40 - 3,061.20 CAD Monthly

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

This position provides complex co-ordination and administrative and financial assistance to the Residency Program Manager and Program Directors in the Department of Pathology and Laboratory Medicine, University of British Columbia. The Residency Senior Program Assistant (RSPA) is responsible for the day-to-day administrative and financial processes of 4 residency programs, 1 AFC program and clinical fellowships within the Residency Programs that are distributed across the lower mainland. In this role, the RSPA provides administrative & financial support in accordance with the policies and procedures of UBC, the Ministry of Health (MOH) Guidelines and accreditation standards.

Organizational Status

The incumbent should work independently under the broad direction of the Residency Program Manager. There are dotted lines reporting to the 2 Program Directions in the residency program. The position can be a hybrid position; 1 days remote work and 2 days based at the Gordon & Leslie Diamond Health Care Centre and may include travel between Faculty f Medicine sites, Point Grey campus, hospitals, faculty departments, etc.

Work Performed

• Coordinates resident rotation scheduling and evaluation processes (ITERs) across relevant educational systems (e.g., One45, Entrada, RMS), ensuring data accuracy, troubleshooting issues, and supporting system rollouts and training for other staff.
• Notifies residents and preceptors of rotation information and academic events, and supports residents on out-of-town or external electives, including arranging hospital access, IDs, and troubleshooting as needed.
• Coordinates program accreditation processes, including Royal College accreditation visits and reviews and related examination administration (e.g., IDSA exams, Path 722 course), by compiling and preparing documentation and coordinating logistics.
• Coordinates the operational and logistical requirements for conferences, workshops, and meetings, including the CaRMS interview cycle, annual graduation ceremonies, quarterly Residency Program Committee meetings, Pathology Day, and CME/CanMEDS sessions. Coordinates schedules, budgets, materials, communications, room bookings, and workflow to support the successful delivery of these activities.
• Performs financial duties such as tracking and submitting payments (teaching, site director stipends, resident reimbursements), reconciling and monitoring program and resident activity fund budgets, purchasing program supplies and equipment, and ensuring proper authorization and backup documentation prior to processing.
• Provides input into program policy and assists in implementing new administrative procedures, ensuring alignment with UBC, Faculty of Medicine, and Ministry of Health guidelines.
• Maintains resident and program records, including personnel files, appointment confirmation letters, and program equipment inventory; maintains and archives program files on shared/network drives.
• Compiles reports utilizing statistics and other course, resident, and faculty/educator data, including tracking research project approvals and resident publications and presentations.
• Provides backup coverage for the Residency Assistant as needed.

Consequence of Error/Judgement

This position must exercise clear and sounds judgment and initiative in prioritizing and scheduling work based on the knowledge of the UBC, various health authorities in lower mainland, departmental and Royal College policies and procedures. Financial responsibility and accuracy are required when purchasing for the Program, as well as when invoicing for faculty payments. Failure to work appropriately and maintain a high level of accuracy could lead to loss of program accreditation. Scheduling errors could result in loss of valuable pathologist and trainee time.

Supervision Received

Reports directly to Residency Program Manager. Works independently under general supervision according to established