Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Sr Program Asst-Med Ed (Gr9)

Job Title

Education Coordinator, Subspecialties

Department

Education Support | Department of Psychiatry | Faculty of Medicine

Compensation Range

$4,959.00 - $5,532.00 CAD Monthly

Posting End Date

October 7, 2025

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

Job End Date

January 15, 2027

This is a full-time Maternity Leave Replacement position from November 17, 2025, to January 15, 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
As a member of the UBC Department of Psychiatry Education Programs team, the Education Coordinator, Subspecialties (SSP) provides senior level program support to the Department's three Postgraduate Subspecialty residency training Programs (SSP) (Child and Adolescent Psychiatry, Geriatric Psychiatry and Forensic Psychiatry). Reports to the Senior Education Programs Manager (SEPM), this position supports and works under the direction of the SEPM and the three SSP Program Directors. This position provides assistance to other education programs in the Department as required.

Working with the SEPM and SSP Program Directors, the SSP Education Coordinator coordinates and supports the annual national resident application, recruitment and selection process for three subspecialty programs. This position manages all aspects of the subspecialty resident’s rotations to distributed teaching sites throughout the province (collecting resident schedules, onboarding, evaluations, etc.) and processes resident leaves, accommodations and remediation. This position also maintains and updates various program materials (policies, guidelines, etc.), prepares draft reports for program accreditation reviews, participates in program change implementation and provides other required support functions to ensure the smooth running of the subspecialty programs. The incumbent provides administrative support to the Program Directors on program-related items. This role acts as the initial point of contact for inquiries by residents, faculty and staff, referring complex issues to SEPM and the Program Directors as appropriate.

As a member of the Department of Psychiatry’s Education team, this position provides assistance and coverage as needed for all Education Programs in Psychiatry. Flexibility in work hours and travel to hospital sites for meetings and program activities and/or perform work at hospital sites as required and needed to meet the various UBC Department Education Programs timelines, deadlines, and operational requirements.

Organizational Status
Reports to the Senior Education Programs Manager (SEPM). Work direction is provided by the SSP Program Directors and Senior Education Programs Manager. Provides work direction to program assistant and have supervision responsibility on work assigned. The position interacts regularly with Residents, Program Directors, Site Leaders as well as Department faculty involved in SSP training, Department Education Office staff, Faculty of Medicine's Postgraduate Medical Education (PGME) and external partners for the coordination of SSP program activities.

Work Performed

• Provides senior level comprehensive administrative support to the Department 3 Subspecialty residency training programs (SSP) (Child and Adolescent Psychiatry, Geriatric Psychiatry and Forensic Psychiatry).

• Responsible for the annual resident selections process for each SSP in consultation with the SSP Directors and SEPM; responds to unusual candidate and referee inquiries; prepares and distributes materials for interview days; provides interview day support (in-person or virtual); trains and directs Program Assistants to assist with interview day support.

• Coordinates and organizes seminars (academic day and joint), workshops, committees, meetings and other academic related activities for the three Subspecialty programs.

• Coordinates all aspects the subspecialty resident’s rotations to distributed teaching sites throughout the province; liaises with residents to confirm rotation schedules, inputs into one45 by CPMS deadlines; verifies SSP resident rotations for annual funding allocation; provides updates to Program Directors as needed.

• Monitors and updates elective site information on CPMS (Clinical Placement Management System); liaises with Systems Support Analyst to troubleshoot last minute changes; maintains up-to-date catalogue of elective descriptions and posts centrally for resident access.

• Tracks, monitors and follow up on Resident Absences, Leaves, Accommodations, remediation and Part-Time Requests.

• Provide comprehensive administrative support for SSP Accreditation, prepares, drafts, complies and distributes written documents for programs reviews; coordinates onsite visits; attends accreditation workshops (PGME and Royal College); and support any work related to accreditation and/or the Royal College.

• Acts as the main point of contact and resource for SSPs residents, faculty and Program Director; answers program and policy-related questions; advises the SSP Directors of any unusual resident-related issues and brings complex issues to SEPM and Programs Directors as appropriate; provides information and guidance to residents.

• Coordinates review of Objectives of Training (OTRS) and In-Training Evaluation Reports (ITERS) by the Program Director, Faculty Leads and RPC; reviews, verifies and submits forms to one45; maintains master record of OTRs and ITERS on shared network and posts to Entrada; reviews completion of mid-rotation assessments and ITERs; ensures forms are completed by appropriate deadline to meet accreditation standards.

• Works with Program Director to verify and complete Royal College e-CCT and e-FITER spreadsheets; flags concerns; prepares and submits Royal College end-of-training letter for off-cycle residents; liaises with PGME office and Royal College to flag updates or concerns.

• Coordinates annual review by the RPC, working with Program Directors, RPC and SEPM, develops, updates and maintains policies documents in Entrada for each Subspecialty program; streamline procedures and tools for SSP residents; maintains and posts SSP policies and guidelines on Entrada;

• Set-up and updates rotation and senior-year resident evaluations in one45; monitors and tracks resident performance; ensures Program Directors are kept up-to-date on low performance evaluations on an ongoing basis; compiles annual reports and releases individual reports to faculty members following FoM and Department procedures and policies.

• Processes resident promotions or remediation in RMS, based on decision by Competence Committees.

• Prepares and provides reports on an as-needed basis for the SEPM, Program Directors, Department and the PGME Office

• Compiles, verifies, tracks and submits teaching invoices, resident reimbursement, resident travel claim, and other SSP related expenses, with supporting documentation, to Department Administration Office or PGME office for financial processing; act as the first point of contact for faculty and residents’ inquiries regarding payments and reimbursements; ensures Chief Resident assignments are updated in RMS for chief stipend payments.

• Attends and participates in department and PGME meetings as required.

• Prepares and coordinates nomination packages for annual excellence in teaching awards with the respective committees and resident groups.

• Supports the implementation and rollout of CBD and any resulting changes in curriculum or procedures.

• Work with SEPM to develops and maintains clear and comprehensive Standard Operations Manual, to streamline processes and procedures; ensures the psychiatry education team staff are cross-trained to provide coverage and additional support when required; keeping up to date on program related processes and deadlines.

• Performs other duties as required.

Consequence of Error/Judgement
This position works independently under broad direction. The incumbent is expected to use sound judgment to respond to frequently changing conditions and priorities and to prioritize assignments accordingly for themselves as well as the staff supervised. This position must incorporate knowledge of the University, Faculty, Department and Royal College policies and procedures. The incumbent must select and interpret information, problem solve and reconcile deviations from standard methods.

Errors, missed deadlines, lack of judgment in scheduling, supervision or tact could impact the recruitment, training and licensing of Psychiatry Residents, damage the program's Royal College accreditation, and could result in loss of funding, confidentiality breaches, delays in payment and scheduling mistakes which may impact Residents, other learners and patient care.

Supervision Received
This position reports to the Senior Education Programs Manager (SEPM) and works under the general direction of the SEPM and SSP Program Directors. After initial instruction, the incumbent is expected to work independently, consulting with the SEPM and/or SSP Program Directors as appropriate on new or unusual situations. Accountable to SEPM for meeting position expectations.

Supervision Given
Provides work direction to Program Assistant and have supervision responsibilities on work assigned. Participates in recruitment and provides training to staff supporting the SSP programs as required. Contribute to performance reviews and provides input for performance development of staff supervised. May train and supervise work-learn students.

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

• Ability to work a flexible schedule to meet program needs early mornings, and occasionally evenings or weekends. Ability to travel between works sites e.g. BCCH for program meetings/activities.
• Experience with standard business office procedures and practices.
• Experience preferably in a university environment, UBC experience an asset. Experience in postgraduate training preferred; experience with Faculty of Medicine and residency training policies and procedures an asset.
• Experience in scheduling and event coordination.
• Experience reviewing and verifying financial reimbursement requests and invoices, and identifying and resolving issues.
• Ability to type 60 wpm and to operate a normal range of office equipment.
• Excellent organizational skills, including the ability to take initiative, prioritize work, multi-task, schedule and meet deadlines with a high level of accuracy and attention to details.
• Experience running online meetings and sessions using Zoom. Ability to provide guidance and training to faculty on use of Zoom for program activities, and help troubleshoot issues.
• Ability to analyze problems, identify key information and issues, and effectively resolve. Strong ability to develop and streamline processes and procedures.
• Experience with creating surveys in Qualtrics.
• Effective oral and written communications, with the ability to compose clear, concise and grammatically correct correspondence and business documents.
• Excellent time management skills, with the ability to prioritize and work effectively under pressure to meet deadlines.
• Effective interpersonal skills with the ability to deal with a diversity of people in a calm, courteous, and effective manner. Strong customer service skills.
• Ability to take and transcribe well-written, accurate meeting minutes.
• Ability to work effectively independently and in a team environment.
• Ability to adapt to and implement changes.
• Strong software skills, and the ability to learn new software easily with standard level of training. Intermediate skills in Microsoft Outlook, Word, Excel and PowerPoint. Experience with Entrada, one45, Resident Management System RMS, Resource Scheduler, CPMS, and WorkSpace an asset.
• Ability to actively listen and probe for information to clarify complex issues.
• Experience and/or proven ability to supervise and effectively train staff, and delegate tasks; consistent track record of contributing to a positive and supportive workplace. Ability to provide feedback in a courteous manner.
• Strong judgment and decision-making skills, and a proven ability to maintain confidentiality, tact and discretion.