VFMP Hospital Sites Senior Program Assistant

ubc; Burnaby; Hybrid; CAD 34,000 - 57,000; Full time

Job summary

UBC's VFMP Hospital Sites Senior Program Assistant provides senior administrative program support for the delivery of the MD Undergraduate Program activities located in hospital sites across the Vancouver Fraser region, including Royal Columbian Hospital in Burnaby. The role liaises with hospital-based faculty and staff to ensure smooth day-to-day operations.

Based in Burnaby with a weekly hybrid arrangement, the position supports scheduling, room bookings, teaching sessions, supplies, and

Responsibilities

• Organizes and assists with scheduling academic teaching sessions (in-person, virtual and hybrid) including room bookings as per the Faculty of Medicine room schedule
• Coordinates activities for on-site Clinical Skills and SIM teaching sessions including recruiting tutors, communicating with patient recruiters, booking appropriate rooms, taking attendance, sending out email communications, and performing set-up and take downs for each session
• Acts as a primary on-site contact and resource for the teaching faculty and patients (Standardized Patients, Volunteer Patients and Clinical Teaching Associates), to meet and welcome them and answer queries relating to their participation in the teaching session.
• Ensure that all appropriate medical supplies and equipment necessary for clinical experiences are stocked and available in the SIM rooms for scheduled educational sessions
• Corresponds with students, tutors, and patients to confirm session details and distribute learning materials for Clinical Experiences teaching sessions.
• Supports classroom-based sessions (such as academic half-days, TIPP, Family Medicine seminars, portfolio) including assisting faculty, patients and external partners in a prompt and helpful manner and prepared to respond with little or no notice
• Provides support and troubleshooting for issues related to audio-visual and other equipment; respond to and resolve issues as they arise
• Coordinates on-site faculty development sessions at Vancouver or Fraser hospital sites in collaboration with the Vancouver-Fraser faculty dev

Job description

Job Category

CUPE 2950

Job Profile

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

Job Title

VFMP Hospital Sites Senior Program Assistant

Department

Year 1-4 Community Engagement | Medical Undergraduate | Faculty of Medicine

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

September 17, 2026

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

Job End Date

October 1, 2027

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

Our Vision: Transforming 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.

Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally- based centres across the province. This position operates as part of the Vancouver Fraser Medical Program (VFMP) and is based in the Fraser region.

The incumbent is responsible for providing senior administrative program support for the delivery of UBC MD Undergraduate Program (MDUP) activities located in hospital sites across the region.

The incumbent liaises closely with the Vancouver-Fraser team, on-site clinical faculty and staff and collaborates with Years 1 to 4 Curriculum Delivery teams regarding administrative and program development matters. These include fulfilment of day-to-day on-site administrative support for establishment and development of UBC medical education sites in the Vancouver and Fraser regions.

The role requires staff to work with ambiguity and change and prioritizes UBC's reputation and relationship-building with key internal units and external partners. This position has the option of a hybrid work arrangement once per week when operationally feasible. The primary work location is Royal Columbian Hospital (RCH) Burnaby Hospital and may also have some work performed at other hospital sites including Burnaby Royal Columbian Hospital and Surrey Memorial Hospital (SMH), along with occasional Vancouver-based sites including Leslie Gordon Diamond Healthcare Centre and UBC campus .

Organizational Status

As part of the VFMP, this position reports to the Senior Manager, VFMP and is supervised by the VFMP Hospital Sites Team Lead. They will work closely and collaboratively with the our Hospital Sites team, Clinical Skills and Patient Programs team, UBC VFMP staff and faculty, respective UBC Departments and Directors, and other distributed staff in the region. The incumbent liaises regularly with staff and faculty in affiliate hospitals across the Vancouver-Fraser region to ensure consistent delivery of MD education across clinical sites and years.

Work Performed

Curriculum Delivery and Teaching Support Responsibilities

• Organizes and assists with scheduling academic teaching sessions (in-person, virtual and hybrid) including room bookings as per the Faculty of Medicine room schedule
• Coordinates activities for on-site Clinical Skills and SIM teaching sessions including recruiting tutors, communicating with patient recruiters, booking appropriate rooms, taking attendance, sending out email communications, and performing set-up and take downs for each session
• Acts as a primary on-site contact and resource for the teaching faculty and patients (Standardized Patients, Volunteer Patients and Clinical Teaching Associates), to meet and welcome them and answer queries relating to their participation in the teaching session.
• Ensure that all appropriate medical supplies and equipment necessary for clinical experiences are stocked and available in the SIM rooms for scheduled educational sessions
• Corresponds with students, tutors, and patients to confirm session details and distribute learning materials for Clinical Experiences teaching sessions.
• Supports classroom-based sessions (such as academic half-days, TIPP, Family Medicine seminars, portfolio) including assisting faculty, patients and external partners in a prompt and helpful manner and prepared to respond with little or no notice
• Provides support and troubleshooting for issues related to audio-visual and other equipment; respond to and resolve issues as they arise
• Coordinates on-site faculty development sessions at Vancouver or Fraser hospital sites in collaboration with the Vancouver-Fraser faculty dev