Education Assistant

Staff - Union

Job Category

CUPE 2950

Job Profile

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

Job Title

Education Assistant

Department

Administrative Support | Department of Dermatology and Skin Science | Faculty of Medicine

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

September 20, 2025

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

Job End Date

Ongoing

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
The Education Assistant is responsible for the overall administration, day-to-day planning, and delivery of the Departments Undergraduate Medical Education (UGME) Program and supports the delivery of the Departments Postgraduate Medical Education (PGME) Program.

Organizational Status
The UBC Department of Dermatology and Skin Science administrative office is located in the Skin Care Centre, Vancouver General Hospital. This position reports to the Administrator, is supervised by the Education Manager, and receives direction from the UGME and PGME Program Directors. This position interacts with faculty, trainees and staff in the department including Faculty of Medicine UGME and PGME program offices and clinical/hospital staff.

Work Performed
- Coordinates weekly placement of medical students to multiple teaching sites throughout BC.
- Coordinates UGME Year 3 Program, Year 4 Electives and Out of Province Electives in Dermatology and Skin Science.
- Support Year 2 Clinical Skills Integument (Rash) Week, such as tutor & patient recruitment for Clinical Skills Office, guide/material update, interacts with other medical program sites regarding travel arrangement.
- Prepares and updates student schedules, information and orientation packages.
- Liaises with clinic assistants and collate preceptors’ weekly teaching availabilities into the master schedule.
- Maintains the online assessment and evaluation process by entering student rotations on one45, and monitors student compliance with completion of rotation evaluations and teacher assessments.
- Arranges student grades including submissions into one45 at the end of clerkship, corresponding with preceptors regarding outstanding grades, highlighting students who require remediation to the UGME promotions committee, compiling student marks for submission to Dean’s Office for scholarship nomination.
- Tracks WBA Direct Observation on Qualtrics and compile with paper evaluation form.
- Maintains and updates Entrada website information.
- Coordinates Academic Half-Day (AHD), arranges training for preceptors, liaises with Program Assistants in other medical program sites, and room bookings.
- Attend Undergraduate Dean’s Office Program Administrator/Assistant meetings.
- Drafts and transcribes correspondence for Undergraduate Program Director.
- Coordinates education program meetings including scheduling dates, booking rooms, catering, and video-conferencing, distributing agendas, taking and distributing minutes.
- Maintains and update residents’ academic and clinic schedules.
- Tracks attendance, sends reminders, and enters evaluations into one45 for resident academic half days.
- Liaises with health authority and site administrators across the province to respond to resident requests for building access, photo ID, transcription numbers, remote access, network logins, parking passes, prescription privileges, and patient information systems training and access.
- Participates in organizing, and provides administrative support during CaRMS, mock orals, orientations, Annual Dinner, Research Day, retreats, conferences, meetings, seminars and other regularly scheduled and special events pertaining to departmental academic activities including: scheduling of activities; booking venues; issuing notices and invitations; preparing and distributing agenda and other related documents; confirming speakers; making travel and catering arrangements; processing tracking and confirming registrations; receiving, copying and distributing reports and other written materials; coordinating videoconferencing and other A/V functions; and attending and recording proceedings.
- Prepares, maintains and disseminates the Department call schedule in both paper and online formats. Responsible for all changes and updates to the schedule.
- Troubleshoots administrative problems and responds to issues as they arise and escalates as appropriate.
- Contributes to the development and maintenance of the department website as it relates to undergraduate and postgraduate education.
- Coordinates weekly Departmental Grand Rounds including booking referrals, sending biopsy information, processing consult letters