Residency Sr Program Asst - Med Ed

University of British Columbia; Vancouver; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading educational institution is seeking a Senior Program Assistant for its Medical Education Support. This role focuses on coordinating residency programs and requires high attention to detail and strong organizational skills. Candidates should have a high school diploma, two years of post-secondary education, and at least four years of related experience. Excellent communication and problem-solving abilities are essential. The position offers a monthly salary range of $4,739.00 - $5,102.00 CAD. Remote work options may be available.

Qualifications

• High School graduation, plus two years of post-secondary diploma.
• Four years of related experience or equivalent combination.
• Ability to perform word processing at 60 words per minute.

Responsibilities

• Coordinates new residents' set up at training sites.
• Responsible for resident welcome events.
• Maintains and distributes resident call information.
• Administers resident personnel files.
• Prepares notifications for clinical obligations.

Skills

Organizational skills

Communication skills

Attention to detail

Problem-solving

Education

High School graduation

Two-year post-secondary diploma

Tools

MS Word

Excel

Workday

One45

Job description

Staff - Union

Job Category: CUPE 2950

Job Profile: CUPE 2950 Salaried - Sr Program Asst-Med Ed (Gr8)

Job Title

Residency Sr Program Asst - Med Ed

Department

Medical Education Support | Department of Obstetrics and Gynaecology | Faculty of Medicine

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

January 18, 2026

Job End Date

March 8, 2027

About UBC

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 is a leave replacement for a fixed term duration. The position is a one‑year leave replacement anticipated to start in early March. Supports the Department of Obstetrics and Gynaecology Education Programs with a primary focus on the Residency program.

Organizational Status

Works independently and reports directly to the Residency Program Administrator as well as follows direction from the Residency Program Director(s). Interacts with Education Manager, Residents, Faculty members, outside stakeholders, PGME, UBC, and Postgraduate Dean’s Office, Faculty of Medicine.

Work Performed

• Coordinates new residents' set up at all training sites ensuring they are affiliated with UBC, coordinating educational licenses, photo ID, keycard access, OR e‑slate access, preparation of documents and facilitating temporary hospital privileges
• Responsible for Resident Welcome BBQ, Resident Day BBQ and Book Camp
• Works with Program Director and oversees quarterly Fireside Chats
• Coordinates updates of Rotation Competencies
• Maintains and distributes all resident call information, schedules and changes including Health Authority on‑call scheduling systems
• Oversees approvals of vacation requests including notification to services and residents, ensuring that adequate house staff coverage for patient care is not compromised
• Administers resident personnel files including evaluations, exam results, attendance records, correspondence, licenses, research projects and remediation documentation
• Prepares resident personnel files for bi‑annual performance meetings with Program Director
• Maintains and records attendance at Journal Clubs, academic seminars, NRP and ACLS courses, conference, vacation, courses and lieu days
• Prepares notification to all services ensuring residents are freed of all clinical obligations without compromising appropriate resident house‑staff coverage during periods of mandatory programme educational events and courses
• Maintains One45, Resident Research Database, and Resident Management System (RMS)
• Prepares/Roll over Rotations on one45 Evaluations and release blocks, OOP evaluations, Evaluation reminders
• Reports annual MOCOMP educational hours for physicians
• Attends Education team meetings, Residency Program, PGME meetings, and Departmental meetings as required
• Provides back up for the Residency Program Coordinator for RPC and CC meetings
• Compiles CC data for CC meetings
• Maintains resident research progress report

Finance Related Support

• Inputs Residency formal teaching activities to Teaching Tracking Program (TTP)
• Submits Residency program reimbursements and invoice payments through Workday
• Approve Residents PGME portal reimbursements
• Updates financial tracking sheets for all Residency accounts (RAF; OB & Gyne Clinics)
• Submits faculty committee attendance in the departmental online Education Database
• Prepares and submits resident reimbursement of site call or home call, statutory holidays and chief resident stipends
• Submits payroll codes for residents to Vancouver Coastal Health payroll

Assistance to Residency Program Administrator

• Assists Residency Program Administrator with: CaRMS, AHD Labs & Simulation, OSCE and Journal Club
• Coordinates and shares back up responsibilities with the other Residency Sr Program Assistant

Consequence of Error/Judgement

It is important that department records are dealt with conscientiously and confidentially. Errors or incorrect decisions made may have direct impact on the reputation of the Department of Obstetrics & Gynaecology and/or its divisions or programs. Accuracy and attention to detail are critical, as mistakes are costly for students, staff, fellows and faculty members. This position requires the incumbent to exercise strong organisational and prioritisation skills and good judgement. Tact and discretion must be exercised when dealing with issues of a sensitive nature.

Supervision Received

Works independently and under the supervision of the Residency Program Administrator. Work is performed in accordance with established procedures and accepted practices.

Supervision Given

No supervision given.

Minimum Qualifications

High School graduation, plus two year post‑secondary diploma, plus four years of related experience, or an 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

High School graduation and 2-year post‑secondary education. 4 years of related experience or the equivalent combination of education and experience. Experience in postgraduate education environment preferred with knowledge of Workday and UBC postgraduate education systems such as Entrada, One45 and RMS. Ability to perform word processing at 60 words per minute. Ability to take and transcribe accurate meeting minutes. Word processing/computer experience required intermediate to advanced MS Word and Excel. Ability to exercise tact and discretion. Demonstrated ability to take initiative, prioritise and meet deadlines. Effective interpersonal, oral and written communication skills. Ability to maintain accuracy and attention to detail. Ability to work independently and work effectively in a team environment under pressure to meet deadlines. Effective interpersonal and organisational skills. Effective problem‑solving skills. 4 years related experience or the equivalent combination of education and experience.