Residency Program Assistant

Job Summary

This position provides complex co-ordination and administrative and financial assistance to the Residency Program Manager and Program Directors in the Department of Pathology and Laboratory Medicine, University of British Columbia. The Residency Senior Program Assistant (RSPA) is responsible for the day-to-day administrative and financial processes of 4 residency programs, 1 AFC program and clinical fellowships within the Residency Programs that are distributed across the lower mainland. In this role, the RSPA provides administrative & financial support in accordance with the policies and procedures of UBC, the Ministry of Health (MOH) Guidelines and accreditation standards.

Organizational Status
The incumbent should work independently under the broad direction of the Residency Program Manager. There are dotted lines reporting to the 2 Program Directions in the residency program. The position can be a hybrid position; 1 days remote work and 2 days based at the Gordon & Leslie Diamond Health Care Centre and may include travel between Faculty f Medicine sites, Point Grey campus, hospitals, faculty departments, etc.

Work Performed

• Coordinates resident rotation scheduling and evaluation processes (ITERs) across relevant educational systems (e.g., One45, Entrada, RMS), ensuring data accuracy, troubleshooting issues, and supporting system rollouts and training for other staff.
• Notifies residents and preceptors of rotation information and academic events, and supports residents on out-of-town or external electives, including arranging hospital access, IDs, and troubleshooting as needed.
• Coordinates program accreditation processes, including Royal College accreditation visits and reviews and related examination administration (e.g., IDSA exams, Path 722 course), by compiling and preparing documentation and coordinating logistics.
• Coordinates the operational and logistical requirements for conferences, workshops, and meetings, including the CaRMS interview cycle, annual graduation ceremonies, quarterly Residency Program Committee meetings, Pathology Day, and CME/CanMEDS sessions. Coordinates schedules, budgets, materials, communications, room bookings, and workflow to support the successful delivery of these activities.
• Performs financial duties such as tracking and submitting payments (teaching, site director stipends, resident reimbursements), reconciling and monitoring program and resident activity fund budgets, purchasing program supplies and equipment, and ensuring proper authorization and backup documentation prior to processing.
• Provides input into program policy and assists in implementing new administrative procedures, ensuring alignment with UBC, Faculty of Medicine, and Ministry of Health guidelines.
• Maintains resident and program records, including personnel files, appointment confirmation letters, and program equipment inventory; maintains and archives program files on shared/network drives.
• Compiles reports utilizing statistics and other course, resident, and faculty/educator data, including tracking research project approvals and resident publications and presentations.
• Provides backup coverage for the Residency Assistant as needed.

Consequence of Error/Judgement
This position must exercise clear and sounds judgment and initiative in prioritizing and scheduling work based on the knowledge of the UBC, various health authorities in lower mainland, departmental and Royal College policies and procedures. Financial responsibility and accuracy are required when purchasing for the Program, as well as when invoicing for faculty payments. Failure to work appropriately and maintain a high level of accuracy could lead to loss of program accreditation. Scheduling errors could result in loss of valuable pathologist and trainee time.

Supervision Received
Reports directly to Residency Program Manager. Works independently under general supervision according to established guidelines and procedures. Receives instructions for new assignments and for changes in procedures. May also receive infrequent direction from other Department Management positions.

Supervision Given
Formally trains new staff on work procedures, and/or oversees work of students and/or temporary staff.

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 or educational environment preferred.
• Knowledge of the requirements, policies, and procedures for Resident recruitment (CaRMS) and for Royal College reports and evaluations preferred.
• Effective oral and written communication, interpersonal and organization skills.
• Ability to effectively use word processing, spreadsheet, database applications and graphic presentation applications at an intermediate level is required (MS Word, Excel, Outlook, Adobe Professional, and Access).
• Ability to communicate effectively verbally and in writing.
• Effective interpersonal and organizational skills.
• Ability to perform word processing at 60 words per minute.
• Ability to operate a normal job-related equipment.
• Ability to provide quality service to customers in a courteous, patient manner.
• Ability to be thorough, accurate, and have a high level of attention to detail.
• Ability to exercise sound judgment, tact, and discretion when handling sensitive and/or confidential matters.
• Ability to make thoughtful, informed and thorough decisions.
• Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English.
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to work effectively independently and in a team environment.
• Ability to apply generally accepted accounting principles in an appropriate manner.
• Ability to research transaction details through financial computer systems and paperwork.
• Ability to analyze problems, identify key information and issues, and effectively resolve.
• Ability to handle a high volume of work exercising strong organization and time management skills.
• Ability to plan work independently, complete work assigned and meet requirements without ongoing direction.