Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Sr Program Asst-Med Ed (Gr8) Job Title Senior Program Assistant, Electives Department Clinical Education Support 1 | Medical Undergraduate | Faculty of Medicine Compensation Range $4,739.00 - $5,102.00 CAD Monthly Posting End Date June 13, 2025 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date Job Description Summary 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. This position primary responsible for providing administrative support to the Year 4 portfolio, with a focus on the UBC MD Year 4 Electives in the Undergraduate Medical Program, and will provide reciprocal overflow support for other administrative portfolios as required. 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 CEAT provides administrative and operational support for Years 3 and 4 of the Medical Undergraduate Program (MDUP) in the Faculty of Medicine. The incumbent is in constant liaison with students, Faculty Leads, Departmental and site Administrators and affiliated hospitals (as necessary). The position coordinates all aspects of the Year 4 UBC Medical Electives and it is responsible to support the onboarding and orientation of students entering Year 4. With respect to non-routine matters, the incumbent will interpret guidelines and policies and procedures in determining how the matter should be handled, and what type of action should be taken, or refer the matter to the appropriate person. This position will provide primary backup to other Program Assistants when absent. The incumbent reports directly to the CEAT Team Lead, and will work closely with Program Managers, Faculty, Departments and administrative teams. The incumbents collaborate with faculty leadership and administrators of clinical education across the province, from the VFMP, Island Medical Program (IMP), Northern Medical Program (NMP) and the Southern Medical Program (SMP). As well, the incumbents liaise regularly with staff in affiliate hospitals, partner universities, and the 17 Canadian Medical schools across Canada via the national elective application tool called the AFMC Student Portal. Work Performed Serves as the main point of contact for the Year 4 electives inbox. Handles student, staff and faculty inquires of both a routine and non-routine nature. Interprets guidelines, policies and procedures in determining how the matter should be handled and what type of action should be taken; or refers the matter to the appropriate person; resolving any complex issues as applicable. Manages the elective placement requests with the UBC Elective Owners through an in-house scheduling software and coordinates the pending, declined, and elective change requests. Responsible to provide elective capacity reports for waitlisted students and triage the requests. - Determines eligibility for Independent Electives and collaborates with the College of Physicians and Surgeons of BC (CPSBC). Responsible for the operations of UBC electives in VFMP; collaborates with the Sites and Departments to ensure smooth delivery of the electives across the province. Responsible for supporting the administration of Research Electives. Configures the elective selection process in the web-based scheduling online tool. Ensures electives data and offerings are accurate on an ongoing basis. Works with clinical departments and updates information when required. Tracks student’s schedules in VFMP to ensure they meet curriculum requirements, and liaises with students and faculty where scheduling changes must occur. Generates and maintains schedules and timelines for the elective selection process while prompting and monitoring each milestone. Ensures electives data and offerings are accurate on an ongoing basis. Works with clinical departments and updates information when required. Responsible for coordinating the approval process for Out of Country (OOC) electives for VFMP students. In collaboration with the Provincial Learning Assessment team, ensures the database, evaluations, and assessments are collected for OOC experiences. Acts as the scheduler for Out of Province (OOP) electives in the online scheduling tool and approves home school verifications in the AFMC Student Portal. Collects data and prepares reports as required. Provides support in the ongoing development of new elective opportunities with Year 4 Faculty Department Representatives with the necessary document preparation for approval at the Year 3 & 4 Sub-Committee. Responsible to provide elective capacity reports for waitlisted students and triage the requests. Responsible to configure the AFMC portal for any updates to the institutional profile as well as the elective timeline annual roll over for accepting applications. Responsible for provisioning access for administrators in the AFMC portal. Ensures that class lists and listservs are updated and distributed to all stakeholders on an ongoing basis. This also includes maintaining the Year 4 department and site contact lists. Responsible for updating the student learning and communication web-based tool (Entrada) with relevant curriculum documentation and materials. Responsible for the administration of the monthly Provincial Year 4 Elective Meetings, which includes coordinating meetings, preparing agendas, taking attendance, monitoring quorum and managing voting, recording minutes, and tracking action items as necessary. Organizes the Year 4 Provincial Electives in-person retreat, including booking the venue and catering, coordinating attendance, preparing agendas, recording minutes, and tracking action items as needed. Coordinates student preparation for Year 4, including administering the program by organizing orientation sessions, coordinating speaker attendance and presentations, booking Zoom links, supporting Slido creation and moderation, communicating with students, and posting events and materials on Entrada. Responsible for managing the student FMD listservs and the contact list of administrators and faculty across the province. Responsible for sending timely and important communications to students regarding Year 4. Supports administrative tasks related to graduation. Provides ongoing support to students regarding card misplacements, access issues, and general inquiries. Coordinates and supports the students ID certification process for their MCCQE and CaRMS application. Liaises with the Year 4 class president and student representatives, Medical Undergraduate Society (MUS), and other student representatives to coordinate meetings with faculty and administrators as required. Provides student and preceptor support; troubleshoots elective issues such as schedule conflicts/changes/professionalism issues. Responsible for providing meetings support as needed. This includes maintaining membership lists, room booking (curricular and administrative) across the province, catering, taking minutes, and distributing meeting materials. Works closely with the program managers for developing new administrative systems and procedures. Coordinates implementation and communication to all stakeholders. Responsible for managing multiple email accounts and responding to emails regarding timelines, application criteria and status, elective opportunities and general Electives queries. May participate in the payments of teachers using the Teaching and Tracking Payment System TTPS). Ensures that clinical faculty are paid following the compensation terms. Provides coverage and support for other team members as needed. Participates in invigilation of exams across the MD program. Performs other related duties as necessary in keeping with the qualifications and requirements of the job. Consequence of Error/Judgement Impact of error is considerable as the incumbents are 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. Supervision Received The incumbent reports directly to the CEAT Team Lead, and will work closely with Program Managers, Faculty, Departments and administrative teams. Supervision Given None. 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. Relevant UBC experience preferred. Knowledge of web-based scheduling programs and online course delivery is an asset. Ability to effectively use Outlook, MS Office suite and database software at an intermediate level. Ability to use SharePoint and Adobe Pro. Experience with One45 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 be thorough, accurate, and have a high level of attention to detail. Ability to effectively manage multiple tasks and priorities. 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. Strong ability to accurately maintain electronic calendars, reconcile scheduling conflicts, coordinate meetings with a large number of attendees and schedule the days’ activities appropriately. Highly effective interpersonal and organizational skills. Flexibility and “can-do” attitude. Ability to adapt to changing environments and systems. 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 workplace.accessibility@ubc.ca.
