Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Program Assistant 2 (Gr6)

Job Title

Fellowship Assistant

Department

Administrative Support | Department of Urologic Sciences | Faculty of Medicine

Compensation Range

$4,449.00 - $4,676.00 CAD Monthly

Posting End Date

November 6, 2025

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

Job End Date

November 7, 2026

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 is for 0.4FTE, and is expected to work one day per week onsite. The Fellowship Assistant provides complex administrative assistance to the Fellowship Program in the Department of Urologic Sciences (DUS), University of British Columbia. In this role, the Fellowship Assistant provides administrative support in accordance with the policies and procedures of UBC and the Ministry of Health (MOH) guidelines and accreditation standards.

Organizational Status
Reporting directly to the Department Administrative Manager, the incumbent will collaborate with other DUS and UBC staff and faculty members and interact with health authority employees, residents, Program Directors or academic representatives in the Department, Site Program Directors - Postgraduate Medical Education, College of Physicians & Surgeons of BC, Royal College of Physicians and Surgeons of Canada, and others to support the Department.

Work Performed
The Fellowship Assistant’s key role is to coordinate the application process of the DUS Fellowship Program and to ensure that the applicant is guided and supported throughout the recruitment and immigration process (for international Fellows). This position requires performance of the following tasks under the direction of, and in collaboration with, the Administrative Manager.

• Coordinates the administrative process for fellows, including appointment documentation, licensing with the College of Physicians and Surgeons of BC, and insurance requirements through CMPA.

• Acts as the primary contact for the Fellowship Program inbox, preparing correspondence, templates, and responses to complex inquiries with discretion and tact.

• Develops and maintains electronic systems and records for tracking fellowship data such as evaluations, vacation usage, and appointments, ensuring accuracy and accessibility for reporting purposes.

• Liaises with health authority and site administrators across the province to coordinate access requests, including building access, network logins, prescription privileges, and patient information system training.

• Coordinates program activities and events, including orientation sessions, welcome events, and meetings in collaboration with the DUS administrative team.

• Assists in preparing and maintaining program documentation, such as the job manual, objectives of training, and policies and procedures.

• Carries out administrative tasks including scheduling, room bookings, travel reimbursements, expense reconciliation, and calendar organization to support fellowship operations.

• Employees are encouraged to take steps that preserve their physical and mental capacity, ensuring long-term success in the position.

• Employees are encouraged to take steps that preserve their physical and mental capacity, ensuring long-term success in the position.

  Consequence of Error/Judgement
  The Fellowship Assistant is expected to exercise considerable judgment and initiative in the planning, and delivery of Fellowship programs within the Department of Urologic Sciences. Errors could impede the delivery of education and training to students and residents and negatively impact the experience of students, fellows, and faculty resulting in damage to the Department of Urologic Sciences’ reputation and its accreditation status. Inaccurate records and a lack of thoroughness in managing assessments and scheduling may result in inappropriate decisions about Student Promotions and faculty teaching and loss of valuable physician time and training opportunities.

  Supervision Received
  This position works independently under the broad direction of the Administrative Manager.

  Supervision Given
  May be expected to partially supervise 1 or 2 Worklearn students.

  Minimum Qualifications
  High School graduation, plus one year of post-secondary education, plus three 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