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Sr. Program Assistant

4 months ago

Vancouver, British Columbia, Canada UBC Full time
Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)Job TitleSr. Program AssistantDepartmentMedical Education Support | Department of Obstetrics and Gynaecology | Faculty of MedicineCompensation Range$4, $5,102.00 CAD MonthlyPosting End DateJuly 16, 2024

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

Job End Date

Jul 21, 2025

This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

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
Organize the Department of Obstetrics and Gynaecology Education Programs with a primary focus on supporting Fellowship programs.

Organizational Status
Works independently and reports directly to the Education Manager. Interacts with Program Directors, Fellows, Faculty members, outside stakeholders, PGME, UBC, and Postgraduate Dean's Office, Faculty of Medicine.

Work Performed

Education Programs Support

  • Provides overall administrative support for the OBGYN Education programs and continuing medical education programs as required
  • Responds to routine program inquiries
  • Organizes and facilitates program applications & interviews
  • Processes new applications
  • Administers workflow of the programs
  • Creates and maintains Fellow's rotation schedules
  • Compiles and maintains evaluations, reports and modifies information on databases such TTPS, Entrada, One45, RMS, OBGYN website
  • Organizes Fellow's PA & PD Orientations
  • Organizes Welcome and Graduation events
  • Organizes Academic Teaching Session schedules including Faculty recruitment
  • Maintains electronic records and files on the program's TEAMS site
  • Maintains security and confidentiality of all program documents and Fellows' records
  • Coordinates Room bookings
  • Organizes, prepares and distributes documents for all program meetings such as agendas and supporting documentation; takes, transcribes and circulates meeting minutes
  • Participates in exam scheduling and set-up
  • Processes incoming Fellows' onboarding processes
  • Prepares and organizes documents for accreditation and internal review processes
  • Provides administrative support to the Program Directors
  • Ensures PA Procedures Manual is up to date
  • Ensures Fellows Orientation Manual is completed and ready for incoming orientation

Financial

  • Processes program related reimbursements through Workday
  • Maintains program's financial tracking sheet

Misc.

  • Provides backup coverage when required
  • Performs other duties as needed

Consequence of Error/Judgement
The incumbent is expected to exercise independent judgement in each of the areas of responsibility and to prioritize among them in order to ensure the smooth operation of each. Failure to fulfil these responsibilities may jeopardize the academic success of the students and fellows and damage the reputation of the programs, department, and University.

Supervision Received
Works independently and reports directly to the Education Manager.

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 in a medical education setting preferred. Knowledge of University administrative processes.
Effective oral and written communication, interpersonal and organization skills.
Ability to type 55 w.p.m. and to operate a normal range of office equipment.
Ability to use word processing, spreadsheet, database, Internet and electronic mail applications at an intermediate level.
Ability to take and transcribe minutes.
Ability to prioritize and meet deadlines.
Ability to exercise tact and discretion.
Ability to maintain accuracy and attention to detail.
Ability to work both independently and within a team environment.
Computer experience required (Word, Excel, PowerPoint, One45,RMS, Workday, Internet and email preferred).