Senior Program Assistant, Medical Education – Division of Neonatology

UBC The University of British Columbia; Vancouver; On-site; CAD 56,000 - 60,000; Full time

Job summary

The University of British Columbia’s Division of Neonatology in the Department of Paediatrics seeks a Senior Program Assistant, Medical Education to coordinate administrative aspects of Fellowship and Clinical Trainee programs, manage rotations, and support CME activities.

Reporting to the Fellowship Program Director and Division Head, the role requires policy understanding, documentation management, and collaboration with faculty, trainees, and credentialing bodies to ensure smooth operation

Qualifications

• High School graduation, plus two-year post-secondary diploma, plus four years of related experience.

Responsibilities

• Coordinate all administrative aspects of Fellowship and Clinical Trainee programs, including applications and scheduling.
• Maintain training documentation, rotation schedules, and program handbooks.
• Manage evaluation systems and assist fellows with exam preparation and presentations.
• Oversee bi-weekly academic days, room bookings, and virtual/physical sessions.

Education

High School graduation and two-year post-secondary diploma

Job description

Job Title Senior Program Assistant, Medical Education – Division of Neonatology Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Sr Program Asst-Med Ed (Gr8) Job Family Group Staff - Union Department Education Program Support | Department of Paediatrics | Faculty of Medicine Compensation Range $5,027.00 - $5,413.00 CAD Monthly Job End Date Ongoing Posting End Date November 8, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. This position is subject to the satisfactory completion of required background checks

Job Summary

This position provides senior-level program support for the educational activities of the Division of Neonatology within the Department of Pediatrics. Working independently and exercising judgment and discretion, the Senior Program Assistant coordinates all administrative aspects of the Division’s educational programs, including the Subspecialty Fellowship Programs, Clinical Trainee Programs, Resident and Medical Student Rotations, Continuing Medical Education (CME), and community rotations. The role requires a comprehensive understanding of UBC Faculty of Medicine policies, medical training frameworks, and hospital credentialing processes.

Organizational Status Reports jointly to the Director of the Fellowship Program and the Division Head. Receives operational direction from the Program Manager, Medical Education. The Business Manager, Division of Neonatology will provide daily oversight of attendance, hours worked, and workplace conduct. Collaborates with a wide range of internal and external stakeholders including faculty members, fellows, residents, medical students, Divisional and Departmental administrative staff UBC Postgraduate Medical Education and Undergraduate Medical Education offices, and hospital credentialing bodies.

Work Performed

Program Coordination and Delivery

Independently coordinates all administrative aspects of the Fellowship and Clinical Trainee programs, including the intake and review of applications, complex rotation & shift scheduling, onboarding, and hospital credentialing processes. Maintains and updates all training documentation including rotation schedules, learning objectives, program handbooks, and Divisional education policies. Independently coordinates and maintains web-based evaluation systems to ensure timely distribution and collection of evaluations; follows up on incomplete submissions. Including acquiring full working knowledge of One45, Elantra, & Qualtrics evaluation systems. Provides support to fellows in preparing for exams and research presentations, including assistance with logistics and formatting. Oversees bi - weekly academic days and other Divisional education sessions, including scheduling, room booking (both virtual & physical spaces), materials preparation, and communication with faculty and trainees. Provides meeting setup & host support for all related virtual sessions. Maintains all current trainee & graduate records. Contributes to long-term program engagement initiatives.

Program Planning, Evaluation and Problem-Solving

Works closely with the Fellowship Program Director and Division Head to address trainee concerns, program feedback, and administrative challenges; proposes and supports implementation of creative strategies to enhance program quality. Assists in identifying opportunities for innovative delivery of clinical education, including the integration of new formats or learning tools. Contributes to quality assurance efforts to ensure that the Division’s programs meet the accreditation standards of the Royal College of Physicians and Surgeons of Canada. Actively participates in Subspecialty Residency Training Committee, Competence Committee, and Scholarly Oversight Committee meetings, and provides administrative support for meetings, including preparing agendas, taking minutes, and tracking follow-up actions. Collaborates with the broader education team in the Department to ensure alignment and consistency of program support and policy application.

Communication and Liaison

Serves as a key point of contact for prospective applicants, current trainees, and faculty regarding all aspects of the Divisional education programs. Independently responds to verbal and written inquiries with professionalism, accuracy, and discretion, using an in-depth understanding of institutional policies and processes. Communicates regularly with administrative units in the Faculty of Medicine, hospital credentialing offices, and external program partners to ensure timely coordination of information and documentation. Prepares and edits a range of documents, including professional correspondence, meeting minutes, reports, and educational materials. Maintains professional and effective working relationships with stakeholders within the academic and healthcare communities.

Financial and Administrative Management

Processes and tracks program-related financial transactions including teaching payments, education fund disbursements, invoice payments, travel reimbursements, deposits, and budget reconciliations. Including acquiring full working knowledge of PGME Resident Reimbursement, TTPS, & WorkDay systems. Maintains organized records of expenditures and assists in reporting and forecasting educational program budgets. Ensures compliance with university financial policies and procedures in all transactions. Independently monitors deadlines, credentialing milestones, and documentation workflows to prevent delays in licensing or onboarding of fellows and trainees. Liaises with the Department of Pediatrics Subspecialty Program Committee and tracks action items relevant to the Divisional Programs. Maintains accurate records of CME activities and issues annual certificates to support compliance with the accrediting body requirements. Supports other operational tasks as required.

Consequence of Error/Judgement

This position is responsible for the proactive, timely, and accurate administration of educational programs that directly impact trainee accreditation, hospital staffing, and clinical service delivery. Errors in documentation, scheduling, or credentialing may delay or prevent fellows from commencing their roles, resulting in clinical coverage gaps and potential impacts on patient care. Failure to maintain program standards and records could jeopardize accreditation status and compromise the Division’s reputation. Considerable judgment, discretion, and initiative are required to assess and resolve complex issues, with significant problems referred to the Fellowship Director or Division Head.

Supervision Received

Works independently under the direction of the Fellowship Program Director and the Division Head. Receives functional guidance from and formally reports to the Program Manager, Medical Education.

Supervision Given

May provide guidance, orientation, or training to temporary support staff, work-learn students, or junior staff assisting with program administration.

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.

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world. Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together? 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].