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Sr. Program Assistant, VSEP

The University of British Columbia

Vancouver

On-site

CAD 80,000 - 100,000

Full time

8 days ago

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Job summary

The University of British Columbia is seeking a Sr. Program Assistant for its Visiting Students Electives Program (VSEP). The role involves administrative support, application processing, and coordination of elective placements within the Faculty of Medicine. Ideal candidates should possess strong organizational and communication skills, along with prior administrative experience in a higher education context.

Qualifications

High School graduation and two-year post-secondary diploma.
4 years related experience or equivalent education and experience.
Ability to effectively manage multiple tasks while maintaining attention to detail.

Responsibilities

Processing Visiting Student applications through AFMC National Portal.
Coordinating elective placements and ensuring eligibility requirements are met.
Maintaining accurate data and offering information on relevant websites.

Skills

Organization

Communication

Time Management

Interpersonal Skills

Education

Two-year post-secondary diploma

Tools

MS Office Suite

Database Software

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Staff - Union

Job Category

CUPE 2950

Job Profile

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

Job Title

Sr. Program Assistant, VSEP

Department

Project Management and Systems | Medical Undergraduate | Faculty of Medicine

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

June 25, 2025

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

Job End Date

Job Summary

The position is primarily responsible for providing administrative support to the Visiting Students Electives Program (VSEP) in the Faculty of Medicine. Responsible for processing Visiting Student (VS) applications for the Electives program through the Association of Faculties Medicine of Canada (AFMC) National Portal for both Canadian and International students and acts as the primary home school administrator. This includes vetting the applications to ensure the eligibility requirements and criteria are met.

Organizational Status

Our Vision: To Transform Health for Everyone.

Ranked among the world’s top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 12,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.

The Faculty—comprised of approximately 2,200 administrative support, technical/research and management and professional staff, as well approximately 650 full-time academic and over 10,000 clinical faculty members—is composed of 19 academic basic science and/or clinical departments, three schools, and 23 research centres and institutes.

Together with its University and Health Authority partners, the Faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province.

The unit is part of the Faculty’s MD Undergraduate Program Office (MDUP). This position reports directly to the Senior Manager, Projects and Systems MDUP.

Work Performed

Business processing:

Responsible for processing Visiting Student (VS) applications for the Electives program through the Association of Faculties Medicine of Canada (AFMC) National Portal for both Canadian and International students and acts as the primary home school administrator. This includes vetting the applications to ensure the eligibility requirements and criteria are met.
Oversee and coordinate the elective capacity process for visiting students in collaboration with the responsible department administrators or elective owners.
Coordinate elective placements with the UBC Elective Owners and the visiting student.
Ensures the student receives appropriate information as it relates to the elective placement, such as, orientation, evaluations and health and safety expectations.
Liaises with the College of Physicians and Surgeons of BC (CPSBC) to ensure visiting students have a valid educational license before the scheduled elective.
Liaise with the CPSBC to vet eligibility for independent elective request
Collaborate with the CPSBC to ensure UBC and CPSBC processes and workflows are in alignment.
Provides content expertise as a Visiting Student Electives Coordinator at UBC to help determine impact to workflow from potential AFMC requirement changes, system changes, CPSBC changes etc.
Ensures electives data and offerings are accurate on an ongoing basis by collaborating with the clinical department administrators.
Generates and maintain master schedules and timelines for the VS elective selection process.
Interprets guidelines, policies and procedures in determining how matters should be handled and what type of action should be taken; or refers the matter to the appropriate person. –
Provides recommendations and reports for the AFMC National Elective Coordinators committees, Manager and Senior Faculty as it relates to students visiting UBC.
Reconcile quarterly payments from AFMC portal to the program

Systems:

Act as an AFMC InPlace portal user expert for UBC, seeks ongoing training and support from AFMC contacts as updates occur regularly.
Keep up to date and knowledgeable of UBC’s scheduling and capacity system as it relates to the role
Responsible to report AFMC InPlace portal issues; technical issues, refund requests
Keeps Senior Manager, Projects and Systems MDUP informed of challenges experienced by systems
Responsible for provisioning access for administrators and UBC students in the AFMC portal.
Ensures students are provided the appropriate access to health authority systems.

Communication:

Coordinates implementation and communication to all user groups of VS processes
Responsible for supporting multiple email accounts and responding to emails regarding timelines, application criteria and status, elective opportunities and general electives queries.
Handles student inquires of non-routine and routine nature.
Maintains and updates program information on relevant websites; landing page on the UBC FOM website regarding the VS program and the AFMC Portal Page and website, in collaboration with AFMC contacts.

Other

Responsible for providing meeting support on an ad hoc basis or as needed.
Maintains records centrally.
Maintains updates to the Visiting Student Elective Guide and role manual
Performs other related duties as necessary in keeping with the qualifications and requirements of the job.
Provides cover and support for other team members as needed and based on capacity
Act as a support and liaison for staff, faculty and students to troubleshoot elective issues such as schedule conflicts/changes/professionalism issues. –
Participates in invigilation of exams across the MD program.

Consequence of Error/Judgement

Works independently under broad direction. Work is performed within authorized prescribed limits and/or an approved plan. Exercises independent judgement in selecting and interpreting information

Impact of error is considerable as the incumbent is dealing with time-sensitive and often confidential information. Errors in judgment could have immediate repercussions for the clinical faculty, trainees, staff on-site and on medical education program delivery. Missing deadlines may negatively impact a students’ academic standing. Inappropriate or delayed actions could adversely affect the credibility of the unit, the Program, and the Faculty of Medicine as a whole. Duties are performed independently, under minimal supervision.

Supervision Received

Duties are performed independently, under minimal supervision. The position reports directly to the Senior Manager, MDUP Project and Systems

Supervision Given

Not required to supervise; may explain work procedures to new or inexperienced staff, train new staff on work procedures, and/or oversees work of students and/or temporary staff as it relates to their role.

Minimum Qualifications

High School graduation and two-year post-secondary diploma. 4 years related experience or the 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

Office and administrative experience preferred.
Experience in processing high volume applications using multiple systems and processes
Experience in excel is an asset
Ability to effectively use Outlook, MS Office suite and database software at an intermediate level.
Experience with One45 (scheduling software) is an asset.
Ability to communicate effectively verbally and in writing.
Ability to make thoughtful, informed, and thorough decisions.
Ability to deal with a diversity of people in a calm, courteous, and effective manner.
Ability to effectively manage multiple tasks and priorities while maintaining a high level of attention to detail.
Ability to work effectively independently and in a team environment.
Ability to work effectively with minimal supervision.
Ability to work under pressure in a fast paced, high-volume environment with critical deadlines.
Ability to gather, record, and organize information.
Ability to determine the nature and urgency of inquiries and issues, and triage appropriately.
Ability to exercise tact and discretion.
Highly effective interpersonal and organizational skills.

Seniority level

Seniority level
Mid-Senior level

Employment type

Employment type
Full-time

Job function

Job function
Administrative
Industries
Higher Education

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