Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)

Job Title

Sr Program Asst-Gen (Gr8)

Department

Postgraduate Medical Education Support | Department of Pathology and Laboratory Medicine | Faculty of Medicine

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

September 30, 2025

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

Job End Date

May 31, 2026

This position is a leave replacement from October 20, 2025, to May 31, 2026.

In your application please include (1) a cover letter, and (2) a CV or resume.

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 provides complex co-ordination and administrative and financial assistance to the Residency Program Manager and Program Directors in the Department of Pathology and Laboratory Medicine, University of British Columbia. The Residency Senior Program Assistant (RSPA) is responsible for the day-to-day administrative and financial processes of 4 residency programs, 1 AFC program and clinical fellowships within the Residency Programs that are distributed across the lower mainland. In this role, the RSPA provides administrative & financial support in accordance with the policies and procedures of UBC, the Ministry of Health (MOH) Guidelines and accreditation standards.

Organizational Status
The incumbent should work independently under the broad direction of the Residency Program Manager. There are dotted lines reporting to the 4 Program Directions in the residency program. The position can be a hybrid position; 2 days remote work and 3 days based at the Gordon & Leslie Diamond Health Care Centre and involves travel between Faculty of Medicine sites, Point Grey campus, hospitals, faculty departments, etc.

Work Performed

The incumbent is required to collaborate with other administrative staff and interact with faculty members, health authority employees, UBC Finance, internal/external residents, fellows, medical students, Program Chairs or academic representatives in the Department, Site Program Directors, External Program Directors, Associate Deans - Postgraduate Medical Education, College of Physicians & Surgeons of BC, Royal College of Physicians and Surgeons of Canada, and others.

Administration:

Program:

• Provides administrative support for 4 Residency Programs.
• Web-Eval (One45). Responsible for monitoring & co-ordinating all aspects of resident rotation schedules, In-Training Evaluations (ITERS) and resident evaluations on Faculty, AHDs and rounds.
• Ensures maintenance and accuracy of data in relevant educational administrative systems (e.g. Entrada, One45, RMS etc.). Ensures system links are up-to-date, follows up on incomplete evaluations on One45, troubleshoots, keeps the Program Manager and Program Directors up-to-date on low performance evaluations on residents.
• Works with Program Directors on maintenance and updating of rotation objectives and rotation specific ITERS.
• Royal College Accreditation Reviews. Co-ordinates virtual or on-site visits and assists the Program Manager and Program Directors in preparing documentation for Royal College accreditation visits and review.
• Notifies residents of any pertinent rotation information prior to start date and preceptors of any pertinent documents and academic events.
• Supports residents completing out of town rotations, as needed.
• Acts as a resource for the program and answers all program related questions
• Maintains and revises current job procedures manual on as needed.
• Coordinates the annual Infectious Diseases Society of America (IDSA) exams for the medical microbiology residents, as well as the RISE, NPISE, FISHE & TMISE for other path specialties which includes acting as the proctor for the exams, assisting residents with computer logistics for exam computer programs, and trouble shooting on the day.
• AHD. Arranges room and Zoom/Teams bookings and catering in collaboration with the Lead Residents & uploads and tracks evaluations on One45.
• Coordinates and prepares external resident electives, arranging hospital access, IDs, lab access, and trouble shooting as needed.
• Reviews and approves resident statutory holidays as well as sick days on the Resident Management System (RMS).
• Prepares and maintains personnel files on residents .
• Handles requests from residents for confirmation of appointment letters.
• Updates the Program's inventory list of equipment.
• Responsible for Residency Program website updates & distribution lists.
• Compiles residents profile pictures and contact info; distributes pages and ID badges.
• Orders books for resident libraries
• Maintains and updates Residency shared drive files; corresponds with IT on resident related IT issues as needed.
• Back up for Residency Program Manager and Residency assistant when away
• Performs other related duties as needed.

Events:

• Canadian Resident Matching Service (CaRMS). Co-ordinates the full CARMS interview cycle from planning to execution for all pathology residency programs.
• Graduation Ceremony. Takes lead on annual graduation ceremony. Co-ordinates all aspects of the event from invitations to co-ordination on day of event.
• Resident Orientation: communicates all arrangements with new residents, arranges all computer access/photo ID, co-ordinates the orientation schedule in collaboration with the Lead Resident, catering, and books the appropriate room(s) and is available on-site during orientation to trouble-shoot any issues.
• Residency Program Committee (RPC) meetings. Responsible for organization of quarterly meetings including agendas; communication with committee; attending early morning/late afternoon meetings; taking and transcribing minutes; coordinating annual resident representative appointments.
• Pathology Day. Attends and assists as necessary.
• Co-ordinates and manages CANMED and continuing education sessions including PALS and the UBC Management course for residents. Duties include: Preparing a flyer in collaboration with the PALS leaders, , distribution of invitations, and requests updates to the website. . The incumbent also prepares certificates for Continuing Medical Education.
• Inputs data and evaluations on One45 for PALS sessions.
• Tracks and submits teaching payments, site director stipends, and CBD-related payments. Reconciles Resident Activity Fund expenditures on Workday and provides regular reports to Program Manager and Program Directors.
• Tracks resident activity fund spending in accordance with program policies for MOH & external funds. Monitors and verify expenses according to the budgets. Provides the Program Manager with an updated expenses spreadsheet for all RPC meetings and fiscal year-end.
• Ensures proper authorization and backup documentation is obtained prior to submitting for processing.
• Implements new policies and procedures in collaboration with the Program Manager & Directors.
• Processes and tracks resident expense reimbursements for travel, call-back, and community and mandatory rotations on the PGME resident reimbursement website.
• Responds to queries and provides support to staff and faculty in the Dept of Pathology Residency Program to help in the valid preparation of claims, reimbursements, payments and purchase orders.
• Purchases for the Program: supplies, equipment, textbooks etc.
• Prepares cost analysis for equipment, i.e. cameras, printers, microscopes & parts.
• Compiles reports utilizing statistics and other course and program data on both residents and faculty / educators.
• Tracks research projects approvals and spending. Maintains list of resident research publications and conference posters.
• Ensures adherence to specific policies with respect to UBC policies, Faculty of Medicine policies, and Ministry of Health Guidelines, and ensures they are correctly applied.
• Performs duties related to web-based finance forms, such as tracking wire transfer payment
• Tracks pager assignment
• Performs year-end processes for the programs
• Responsible for the file management of all accounting documentation required to be kept or responsible for returning it as needed to the originating department.
• Responsible for archiving documents on the P-Drive.
• Attends training on new systems and procedures. Participates actively in requirements sessions and design/test sessions for new systems development and roll-out. Trains and supports others in the use of new systems especially during major roll-outs.
• In consultation with the Residency Program Manager, updates financial and administrative procedure manual.

Consequence of Error/Judgement
This position must exercise clear and sounds judgment and initiative in prioritizing and scheduling work based on the knowledge of the UBC, various health authorities in lower mainland, departmental and Royal College policies and procedures. Financial responsibility and accuracy are required when purchasing for the Program, as well as when invoicing for faculty payments. Failure to work appropriately and maintain a high level of accuracy could lead to loss of program accreditation. Scheduling errors could result in loss of valuable pathologist and trainee time.

Supervision Received
Reports directly to Residency Program Manager. Works independently under general supervision according to established guidelines and procedures. Receives instructions for new assignments and for changes in procedures. May also receive infrequent direction from other Department Management positions.

Supervision Given
Formally trains new staff on work procedures, and/or oversees work of students and/or temporary staff.

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

• Experience in a medical or educational environment preferred.
• Knowledge of the requirements, policies, and procedures for Resident recruitment (CaRMS) and for Royal College reports and evaluations preferred.
• Effective oral and written communication, interpersonal and organization skills.
• Ability to effectively use word processing, spreadsheet, database applications and graphic presentation applications at an intermediate level is required (MS Word, Excel, Outlook, Adobe Professional, and Access).
• Ability to communicate effectively verbally and in writing.
• Effective interpersonal and organizational skills.
• Ability to perform word processing at 60 words per minute.
• Ability to operate a normal job-related equipment.
• Ability to provide quality service to customers in a courteous, patient manner.
• Ability to be thorough, accurate, and have a high level of attention to detail.
• Ability to exercise sound judgment, tact, and discretion when handling sensitive and/or confidential matters.
• Ability to make thoughtful, informed and thorough decisions.
• Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English.
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to work effectively independently and in a team environment.
• Ability to apply generally accepted accounting principles in an appropriate manner.
• Ability to research transaction details through financial computer systems and paperwork.
• Ability to analyze problems, identify key information and issues, and effectively resolve.
• Ability to handle a high volume of work exercising strong organization and time management skills.
• Ability to plan work independently, complete work assigned and meet requirements without ongoing direction.