Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Sr Program Asst-Med Ed (Gr8) Job Title Senior Program Assistant, Surrey Memorial Hospital Department Fraser VFMP | Medical Undergraduate | Faculty of Medicine Compensation Range $4,739.00 - $5,102.00 CAD Monthly Posting End Date October 23, 2025 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date Ongoing 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. 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 at Surrey Memorial Hospital. The incumbent will also provide day-to-day on-site administrative support to the established and developing UBC medical education sites in the Fraser region as required. The incumbent liaises closely with the 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 when operationally feasible. The primary work location is Surrey Memorial Hospital (SMH) and may also have some work performed at other hospital sites including Burnaby Hospital and Royal Columbian Hospital (RCH). 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, and performing set-up and take downs for each session Acts as a primary on-site contact and resource for the 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 volunteer 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 and external instructors in a prompt and helpful matter 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 Fraser hospital sites in collaboration with the undergraduate teaching faculty and staff Participates in curriculum planning and debrief meetings to present Fraser and site-specific feedback and evaluation. Scheduling Responsibilities: Prepares and coordinates scheduling, including recruitment and adminstrative support for Year 3 and 4 UBC students and Out-of-Province (both International and Canadian) rotational and elective students in the MD undergraduate on-site; works in collaboration with UBC departments Coordinates monthly call schedules as appropriate; tracks attendance and time-off requests to incorporate into call schedule. Coordinates the site schedule of all undergraduate students on site and tracks via one45, as required. Fulfills responsibilities as an elective owner with One45 as per the elective guidelines for UBC and visiting students Liaises with the UBC Visiting Student Elective Program (VSEP) regarding any changes to visiting student elective placements, elective offerings, or issues arising whilest on placement. Liaises with clinical departments and preceptors for accepting additional trainees and verifies rotation capacity. Tracks capacity placement for year 4 electives at the incumbent’s main site for undergraduate MD students Recruitment and Teaching Tracking Responsibilities: Identifies suitable tutors for the on-site scheduled teaching sessions in collaboration with the Clinical Experiences program staff and the UBC Departments program staff, and schedules tutors until all teaching slots are filled. Acts as the primary contact for tutors and arranges substitute tutors in case of cancellation including arranging substitute preceptors in case of cancellation. Liaises with UBC department preceptors to establish capacity and secure placements through collaboration and frequent communication. Updates and distributes student schedules and tutor contact information, as appropriate for the Clinical Experiences sessions Facilitates and monitor clinical faculty appointments to ensure potential tutors are eligible and approved to teach, including coordinating communications and documentation with the individual preceptor, UBC FoM Department administrators Collects and tracks clinical and didactic teaching hours and enters them into Teaching & Tracking Payment system (TTPS) as required Utilize Workday to capture personal attendance and request reimbursements or alternate payments for faculty. On-Site Hospital Staff Support Provides in-person and ongoing student support for local student orientations and, including first-day reporting instructions, email inquiries and ongoing issues as they arise. Provides information on policies, handouts, ID badges, parking arrangements and other logistics. Acts as a resource for students with issues involving hospital-specific access and other on-site related items. Acts as the first point-of-contact for the program at the site and ensures responsive and timely service. Evaluation and Assessment Responsibilities: Participates in invigilation for curricular examinations either on-site, or at other Vancouver or Fraser Region sites Distributes, tracks, collects assessment and evaluations for undergraduate learners and preceptors through the evaluation workflow in One45, Qualtrics or alternate evaluation systems; Follows up on outstanding evaluations. Coordinates the distribution of visiting student assessments as required by the home school Compiles ad hoc reports as required. General Responsibilities: Support development/organization/implementation/administration of pilots and new electives in FHA Responds to and redirects inquiries regarding non-UBC affiliated educational experiences (such as observerships and independent elective requests), referring to the appropriate process and policies and identifying issues as they arise. In collaboration and consultation with the Team Lead, Fraser, liaise with Fraser Health Authority on common issues between the University and the hospital that affect the learner environment Supports facility requests and needs at Fraser hospital sites in coordination with the Team Lead, Fraser, FoM Facilities team and relevant Fraser Health representatives. This includes collaboration on any hospital site committees and specific capital renewal projects Participates as a member of the Health & Safety representative role for RCH or SMH as required, including completion of required training and regular meeting attendance. Attends UBC medical education program and site Medical Education Committee meetings as required and follows up on action items as appropriate. Supports the accreditation processes by identifying areas of risk and providing recommendations to their manager; contributes to accreditation documentation; coordinates logistical aspects of accreditation visits Maintains an up-to-date, detailed site-specific job manual for this position. Performs other duties related to the position and site as required across Fraser hospital sites, must be prepared to travel within the Greater Vancouver region and work some evenings or weekends during the academic year. Consequence of Error This position is expected to exercise professional judgment and extreme discretion when dealing with issues surrounding medical education. Errors in judgment or ineffective communication will compromise the effectiveness and efficiency of the programs. 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. Errors in judgment or ineffective communication could have a negative impact on the Faculty of Medicine and the University resulting in legal action, negative public relations, financial costs, and loss of credibility. Ineffective communication may lead to damaged relationships within the community, or with the rotation and program, or loss of preceptors for the program and could have immediate repercussions for the learners and hospital staff, and on medical education program delivery. Supervision Received Duties are performed independently as required, under minimal supervision from the Team Lead, Fraser. The incumbent will also take direction from the SMH Site Lead. Supervision Given None given. Minimum Qualifications High School graduation and two-year post-secondary diploma, plus 4 years of 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.
