Senior Program Assistant, OUGME

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

Job summary

The Senior Program Assistant (SPA) in UGME provides confidential administrative and coordination support to the Office of Undergraduate Medical Education within the MD Undergraduate Program. The incumbent manages calendars for the Associate Dean, UGME and senior faculty, schedules large meetings, and delivers secretarial and committee support with discretion.

Based at Gordon and Leslie Diamond Health Care Centre, this role works with MDUP staff, faculty, and UBC central offices to maintain

Qualifications

• Provides confidential administrative and coordination support within UGME.
• Manages calendars for Associate Dean, UGME and senior faculty.
• Supports standing committees, prepares agendas, drafts minutes, and maintains documents.

Responsibilities

• Calendaring and administrative support for UGME leadership.
• Schedule meetings across distributed sites and coordinate with multiple stakeholders.
• Prepare agenda, minutes, and reports for confidential meetings.

Skills

Calendaring

Administrative support

Confidentiality

Communication

Job description

Staff - Union

Staff - Union

Job Category

CUPE 2950

Job Profile

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

Job Title

Senior Program Assistant, OUGME

Department

Undergraduate Medical Education Support Staff | Medical Undergraduate | Faculty of Medicine

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

September 17, 2026

Job End Date

Ongoing

At 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 Description Summary

The Senior Program Assistant (SPA), Undergraduate Medical Education (UGME) provides confidential administrative and coordination support to areas in the Office of Undergraduate Medical Education (OUGME) within the MD Undergraduate Program (MDUP). The incumbent will be responsible for supporting core functions of the OUGME which includes coordinating the flow of information for day-to-day activities, managing all aspects of the 3-4 faculty leaders' calendars, including the scheduling of large group and committee meetings, and providing general secretarial and committee support. The SPA implements and follows office routines, unit functions, and program/university policy and procedures while exemplifying a professional work ethic and high level of student/customer service. The incumbent will provide a high level of understanding and initiative in required administrative areas while maintaining confidentiality.

The SPA interacts frequently with staff and faculty within the MDUP, the Faculty of Medicine (Office of the Dean, Office of the Vice Dean Education, Digital Solutions, Departments, Schools and Centres), and with UBC central offices as required. The SPA will need to establish and maintain effective working relationships with all faculty and staff.

This role operates within a collaborative team model, where SPAs maintain cross-functional knowledge and provide reciprocal coverage to ensure continuity of OUGME operations during absences, peak workload periods, and operational transitions.

The position is based out of Gordon and Leslie Diamond Health Care Centre (GLDHCC). Occasional travel within the Lower Mainland may be required to support UGME events at other UBC sites.

Organizational Status

Vision: Transforming Health for Everyone

The Office of Undergraduate Medical Education (OUGME) is the provincial, strategic, operational, and administrative office for the MD Undergraduate Program (MDUP). It is responsible for providing critical support and works closely with all MDUP distributed sites. With expanded and distributed undergraduate medical education and postgraduate medical education across the province of British Columbia, the Faculty of Medicine MDUP has four distributed academic campuses, the Island Medical Program (IMP) at the University of Victoria (UVic), the Northern Medical Program (NMP) at the University of Northern BC (UNBC), the Southern Medical Program (SMP) at the University of British Columbia Okanagan (UBCO), and the Vancouver Fraser Medical Program (VFMP) at the University of British Columbia (UBC), as well as clinical campuses governed through affiliation agreements with all six provincial health authorities.

Work Performed

• Provides calendaring and administrative support to the Associate Dean, UGME and other senior faculty members within the UGME portfolio, using tact, diplomacy, and discretion.
• On behalf of the Associate Dean, UGME and other senior faculty leaders under the UGME portfolio, and working directly with staff across distributed sites, schedules meetings and appointments in coordination with their calendars and program activities. Identifies and communicates high priority requests and takes initiative in preventing and resolving all calendar/time conflicts.
• Provides calendar and administrative support for UGME standing committees and high-level confidential meetings within the UGME portfolio; which includes preparing agenda, transcribing and distributing minutes, maintaining and updating Terms of References and associated membership lists, preparing annual reports, contributing towards the completion of action items, and following up with others, and updating associated webpages as required. These meetings may take place in-person, remotely via video or teleconference, or online.
• Writes, initiates and compiles draft confidential correspondences/communications and reports on behalf of the Associate Dean, UGME and UGME senior faculty leaders, which includes annual Student Mistreatment reports. When required, researches, prioritizes, and recommends appropriate course of action and/or response on issues to the Associate Dean, UGME, Manager, Office of UGME.