Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Sr Program Asst-Med Ed (Gr8) Job Title Senior Program Assistant, CBL Year 2 Department Case Based Learning Support | Medical Undergraduate | Faculty of Medicine Compensation Range $4,739.00 - $5,102.00 CAD Monthly Posting End Date July 13, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date July 1, 2027 This is a leave replacement for a fixed term duration. Please note that this is a 1-year leave replacement role. 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 Description Summary The UBC MD Undergraduate Program (MDUP) is delivered via a distributed program model consisting of four sites across the province, which include the Vancouver Fraser Medical Program (VFMP), the Island Medical Program (IMP), the Northern Medical Program (NMP), and the Southern Medical Program (SMP). This position is responsible for the complex coordination of the Case Based Learning (CBL) program for all four sites in Year 2 of the MD Undergraduate Program, as well as providing tutor and student support for Year 2 CBL at VFMP. In addition, the position provides administrative support to the CBL Team Lead and liaises with MDUP faculty and staff across all four distributed sites to ensure that educational materials are prepared and distributed on schedule and that students and tutors are supported. The multifaceted nature of this position requires that the incumbent provide exceptional prioritization, communication, and judgment to ensure that the needs of all parties (i.e., students, staff and faculty) are appropriately accounted for and communicated. The incumbent works independently with minimal supervision and needs to use initiative, interpretation, and ingenuity to support the smooth delivery of academic teaching sessions and material distribution. A high degree of professionalism and clear communication is required. This position is located at the Gordon and Leslie Diamond Health Care Centre (2775 Laurel Street, Vancouver, BC). The expected hybrid arrangement schedule for this position will be 3 to 4 days per week in-office, depending on peak periods and academic scheduling and subject to operational requirements. Organizational Status This position reports to the CBL Team Lead. The incumbent also works in close coordination with teaching faculty and program staff at the IMP, NMP, and SMP, and collaborates with other administrative staff at VFMP. Work Performed Administrative Program Support: Assists with the planning, scheduling, and coordination of the Year 2 CBL program in collaboration with the CBL Team Lead, Course Directors, Program Leads, and other program staff, including preparing documentation, managing learning materials, corresponding with faculty and students, supporting meetings, and responding to ad hoc requests. Coordinates the posting and archiving of CBL learning materials and student groups to Elentra, ensuring quality control and the correct timed release for each posting. Prepares physical copies of learning materials and tutor packages for CBL tutors. Maintains tutor and student information in database software, SharePoint, UBC mailing lists, and other records. Generates the Year 2 CBL student groupings and bio sheets and assigns tutors to groups for each cluster using database software. Distributes CBL learning materials to appropriate student groups, tutors, and program staff, as required. Assists the CBL Team Lead and Program Leads in the recruitment of tutors, including identifying potential tutors, flagging conflicts, gathering applicant data, and maintaining relevant spreadsheets with accurate information on tutors and scheduling. Supports the Assessment and Examination team with student and tutor assessments by providing CBL groups for each cluster and ensuring that tutors complete student assessments on time. Generates and administers all email listservs relating to the Year 2 CBL program. Organizes Year 2 CBL tutor meetings for all sites, including room bookings, calendar invitations, and preparation of course materials. Attends all Year 2 CBL tutor meetings as the primary support for Course Directors, Week Leads, and tutors, and assists the CBL Team Lead with duties related to these meetings. Liaises with program staff at the IMP, NMP, and SMP for all program-related logistics. Regularly stocks the CBL rooms located at Diamond Health Care Centre (DHCC) with supplies and materials, ensuring an inventory of all supplies is maintained. Organizes and maintains all files relating to Year 2 CBL, including updating program information for each new academic year. Tutor and Student Support: Serves as the primary point of contact for Year 2 CBL tutors and students. Responds to routine and non-routine inquiries from faculty, staff, and students, including addressing issues regarding learning materials, class scheduling, and tutor payments. Redirects complex issues as appropriate to Student Affairs, Site Leads, Course Directors, and/or the CBL Team Lead. Tracks student absences and accommodations for Year 2 CBL and liaises with tutors, students, Program Leads, Site Leads, and Student Affairs as necessary. Arranges for substitute tutors in case of any tutor absences, including the preparation of tutor packages. Supports the training of new tutors by arranging tutor observations and preparing shadowing packages. Maintains records of tutor activity and responds to requests from academic departments as needed. Develops and maintains strong relationships with CBL tutors, Program Leads, Course Directors, Week Leads, and other faculty. Financial: Initiates, processes, and tracks payments for CBL tutors via the Teacher Tracking and Payment System (TTPS) or manual processes as necessary. Coordinates and follows up with HR for missing or delayed tutor payments and related queries. Processes parking and transit reimbursements for CBL tutors. Orders and processes invoices for catering and program supplies and materials as required. Ensures payment of all program-related requisitions and expenses incurred through Workday. Committee Support: · Supports the administration of the Year 1/2 Curriculum Working Group meetings, takes minutes, and tracks action items as necessary. · Supports the administration of the Year 1/2 Curriculum Subcommittee meetings as needed. Miscellaneous: Acts as primary backup for the Sr. Program Assistant, CBL Year 1, and the Sr. Program Assistant, Year 2 MEDD. Creates, maintains, and updates the Year 2 CBL Sr. Program Assistant’s job manual. Participates in invigilation of midterm and end of term examinations. Participates in the training of any new programs, software, and procedures implemented that affect the incumbent’s job area. Performs other duties as necessary in keeping with the job requirements. May be required to work outside regular working hours, including occasional early/late meetings, in keeping with the terms of the collective agreement. May be required to occasionally work from the Life Sciences Centre (LSC) at the UBC Point Grey Campus. Consequence of Error/Judgement The incumbent, in coordination with the CBL Team Lead, is responsible for the day-to-day administration of the CBL program for Year 2. CBL materials are extremely detailed and highly confidential. Errors in distribution could have considerable impact on student learning, faculty and student satisfaction. and cost of delivering the CBL program. It is important that student records are handled conscientiously, students and tutors are given accurate information regarding the program, and tutor personnel information is maintained with accuracy and discretion, as mistakes can have a long-term impact. Due to the complexities and sensitivities of the relationships between the UBC MD Undergraduate Program, its partner universities, and academic learning communities, the consequence of error in this position is high. It is important that faculty (e.g., Course Directors, Program Leads and tutors) at all sites are dealt with in an efficient and professional manner as the impact of any decisions can have repercussions for the faculty, students, staff, the general public, and the image of the Faculty and the University as a whole. Supervision Received Duties are performed independently as required, under the general supervision of the Case Based Learning Team Lead. Supervision Given None. 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 and training in office procedures and administration. Ability to effectively use MS Office (Word, Excel, PowerPoint, Outlook), Adobe Acrobat Pro, videoconferencing software, and database software at an intermediate level. Experience with Curriculum Management Systems such as Elentra, SharePoint, and Resource Scheduler is an asset. Knowledge of UBC payment categories and terminology, and experience processing financial transactions with accuracy is an asset. Ability to communicate effectively verbally and in writing, including composing clear and grammatically correct correspondence and business documents. Ability to accurately maintain electronic calendars, and schedule and coordinate complex meetings with a large number of attendees. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to multitask, problem-solve, and prioritize work effectively to meet critical deadlines. Ability to maintain a high level of efficiency, accuracy, and attention to detail. Ability to make thoughtful, informed decisions, and to determine when to act independently or seek assistance. Strong ability to exercise sound judgment, tact, discretion, and confidentiality. Ability to gather, record, and organize information. Ability to work independently and within a team environment. Flexibility and a “can-do” attitude. 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.