Senior Program Assistant, St. Paul’s Hospital CMG Site

The University of British Columbia; Vancouver; Hybrid; CAD 30,000 - 60,000; Part time

Job summary

A leading university seeks a Senior Program Assistant to support the Family Practice Postgraduate Program at St. Paul’s Hospital. The role involves coordinating academic and clinical experiences, managing schedules, and ensuring compliance with educational policies. The ideal candidate will have strong organizational skills and experience in medical education administration.

Qualifications

• Minimum 4 years of related experience required.
• Experience in a collaborative, team environment is preferred.

Responsibilities

• Coordinates resident academic and clinical experiences.
• Administers workflow and implements operational processes.
• Responds to complex inquiries and triages sensitive issues.

Skills

Organizational Skills

Problem-Solving

Communication

Education

High School Graduation

Two-Year Post-Secondary Diploma

Tools

MS Office Suite

Job description

Senior Program Assistant, St. Paul’s Hospital CMG Site page is loaded

Senior Program Assistant, St. Paul’s Hospital CMG Site

Apply remote type This position is eligible for a hybrid work arrangement, however, may be subject to change due to operational requirements. locations UBC Off-Campus Hospital Sites time type Part time posted on Posted 6 Days Ago job requisition id JR20793 Staff - Union

Job Category

CUPE 2950

Job Profile

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

Job Title

Senior Program Assistant, St. Paul’s Hospital CMG Site

Department

St. Paul's Site Postgraduate Program | Department of Family Practice | Faculty of Medicine

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

May 18, 2025

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

Job End Date

NOTE: This is an ongoing, part-time (0.5 FTE, or 2.5 days/week) position based at St. Paul's Hospital site. The posted salary will be pro-rated according to the FTE.

Hybrid Work Arrangement: At present, a minimum of 1 day per week at the office is required (subject to change based on operational needs).

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 supports the Family Practice Postgraduate Program (FPPG) at the St. Paul’s Hospital CMG (SPH CMG) Site.

The incumbent is responsible for core operational functions of the FPPG at the site: they will coordinate the resident academic and clinical experiences, implement procedures and processes, facilitate Site Director/Site Faculty initiatives, and advise learners. The incumbent is given varying degrees of latitude for exercising independent initiative and judgement to develop operational procedures, determine priorities, and coordinate program deliverables.

Senior Program Assistants are required to have an extensive understanding of programmatic, site, and Faculty of Medicine (FOM) policies and procedures. Additionally, incumbents will develop a large network of relationships with stakeholders within the Health Authorities, Hospital Departments, UBC units, and Postgraduate Offices.

Organizational Status
Reports to the FPPG Site Coordinator. Takes direction from Site Directors and Site Faculty. Collaborates closely with the Central FPPG team. Interacts with: preceptors, residents, various healthcare professionals and organizations, along with the office of Postgraduate Medical Education in the Faculty of Medicine.

Work Performed

1.Program Delivery:

• Administers workflow and implements operational processes.

• Responds to complex inquiries and triages dynamic, sensitive, and confidential issues in varying domains such as resident performance, preceptor issues, financial concerns and other elements of program delivery.

• Supports the Site Directors (SD) and residents in navigating/interpreting University, Faculty of Medicine, and Postgraduate Education policies; provides recommendations for site specific guidelines.

• Organizes and supports the Site Resident Training Committee; in collaboration with the SC, ensures key issues are brought forward for discussion.

• Organizes and coordinates educational functions such as orientation, practice exams, procedural skills workshops, simulation sessions and scholarship events.

• Organizes faculty development and behavioral medicine sessions in collaboration with Site Faculty.

• Supports the accreditation processes by identifying areas of risk and providing recommendations to the SC and SD; contributes to accreditation documentation; coordinates logistical aspects of accreditation visits.

• Responsible for maintaining current policy and curricular information on the learning platform.

• Acts as a liaison between the Central FPPG office, clinical departments and residents.

• Prepares meeting materials and provides additional meeting/workshop support as needed.

• Other duties as required.

2. Clinical Scheduling:

• Develops, maintains and distributes resident schedules; coordinates the placement of electives.

• Requires collaboration and frequent communication with various clinics, hospitals, and departments to establish capacity and secure placements.

• Ensures preceptors and hospital administrators are aware of the protected academic sessions and resident time off.

• Plans specialized schedules for residents with accommodations or unique learning plans.

• Triages scheduling issues on behalf of the preceptor and residents.

• Posts rotation learning objectives online for residents; ensures documents remain up to date.

• Responsible for keeping the online scheduling systems (One45 and CPMS) current with resident and preceptor data.

• Reviews and monitors clinical faculty appointments to ensure preceptors are approved to teach.

3. Finance:

• Maintains an in-depth knowledge of the financial policies and procedures in relation to the FPPG program, with emphasis on resident reimbursement, teaching payments and faculty reimbursements.

• Tracks and submits academic teaching payments.

• Monitors spending of the Resident Activity Fund: approves and processes reimbursements, instructs residents and faculty on the parameters of use for the Resident Activity Funds.

• Approves and triages resident reimbursements paid by PGME; drafts communication pertaining to PGME reimbursement policies.

• Tracks and calculates clinical teaching payments and provides detailed reports to the FPPG Central Office program as needed.

4. Assessment & Evaluation:

• Maintain/updates individual academic records for residents; including tracking and escalating performance or professionalism related issues.

• Monitors assessment and evaluation of Residents through the online system; responsible for disseminating assessment forms in a timely manner.

• Schedules periodic reviews (resident progression) and generates assessment reports to support these meetings.

• Coordinates and supports the Site Level Competency Committee meetings.

• Disseminates and tracks completion of teacher assessment and rotation evaluations; creates year end evaluation reports which are reviewed by SD.

5. Resident Support:

• Responsible for approving and updating resident records in the Resident Management System relating to academic promotion, vacation, and sick leave/absences.

• Liaises with the credentialing and licensing bodies to provide information on resident academic standing, recommendations for writing the CFPC exam, and completion of training.

• Participates in the planning and execution of site events such a graduation, resident retreats, and orientations.

• Responds to inquires in alignment with the Resident Doctors of BC Collective Agreement, PGME-level policies, and program-specific policies.

• Liaises with health authority partners to arrange patient system records access, training and hospital access.

6. Resident Selection:

• Assists with the yearly recruitment and selection of new residents through CaRMS (Canadian Resident Matching Service).

• Collaborates on the creation of promotional materials and social media content to market the program.

• Engages with community partners to create opportunities to attract future doctors to the program.

• Participates in the development of resident selection criteria and scoring at the site level.

Consequence of Error/Judgement

• Errors in monitoring and processing financial transactions may lead to delayed payment to clinical faculty and residents, or funding shortfall for the site.

• With respect to the handling of confidential and delicate matters, inappropriate action may result in breaches of confidence and/or would negatively reflect on the program and could potentially lead to the withdrawal of a teaching site.

• Error in judgment or ineffective communication may lead to loss of educational opportunities, clinical shortages, or even patient safety issues.

Supervision Received
Works independently under broad direction. The incumbent is expected to be able to take initiative, problem-solve, and apply discretion to determine course of action and then follow through independently.

Supervision Given
N/A

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

• Previous medical education or post-secondary administrative experience an asset.

• Experience with working in a collaborative, team environment.

• Excellent organizational skills including setting priorities and managing multiple tasks.

• Proven experience in dealing with a diversity of people in a calm, courteous, and effective manner.

• Familiarity with MS Office Suite and comfortable with navigating a variety of administrative web-based systems.

• Flexibility to assist with special events outside of normal working hours.

• Excellent problem-solving skills, and the ability to navigate in the changing landscape of medical education.

• Ability to take initiative, determine course of action and then follow through independently.

• Ability to communicate effectively, both verbally and in writing.

• Ability to work independently and productively in a hybrid and distributed work environment.

About Us

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] .