Senior Program Assistant

Job Summary

This position coordinates program operations and workflow for the UBC Respirology Postgraduate Training Programs and VGH Division of Respiratory Medicine. It ensures smooth operations by administering schedules, overseeing communications, supporting clinical and academic activities, and maintaining program documentation and records.

Organizational Status
Work direction is provided by the AFC Director, Sleep Disorder Medicine and Head, Division of Respiratory Medicine. This position interacts with UBC Respiratory Medicine Residency Training Program Division Administrative Manager, Residents/Fellows, Division Heads, Site Training Directors, the Postgraduate Dean’s Office of Medical Education and other program coordinators within the faculty. This position will also interact with outside agencies such as the College of Physicians and Surgeons of BC (CPSBC), the Royal College of Physicians and Surgeons of Canada (RCPSC), administrators from teaching hospitals, and the Canadian Resident Matching Service (CaRMS).

Work Performed

UBC Area of Focused Competency – Sleep Program

• Coordinates with the UBC Division Admin to ensure the Sleep AFC program meets Royal College criteria by reviewing curriculum requirements, monitoring program documentation, and ensuring all training phases align with Royal College accreditation standards.

• Coordinates fellowship schedules, rotation timelines, and offer documentation for clinical fellows.

• Liaises with UBC immigrations and external agencies to address documentation or onboarding requirements.

• Administers the CaRMS selection workflow, including application tracking, documentation review, interview scheduling, and applicant communication.

• Coordinates hospital and system access for clinical fellows

• Maintains program communications, including orientation packages, AHD invitation, and CBME related correspondence

• Coordinates evaluation processes using One45/CPMS by tracking completion, liaising with preceptors, preparing files for review, and maintain program records.

• Organizes the Sleep AFC Program Competence Committee meetings, by preparing documentation, drafting agendas and minutes, and tracking follow-up actions.

• Administers financial processes including teaching payments schedules, expenditure tracking, and monthly reconciliations.

• Supports the development of the program’s standard operating procedures (SOP) and contributes to training sessions for One45, CPMS, Budgets/Workday, and TTPS.

• Coordinates CBME Competence Committee meetings, preparing agendas, compiling resident files, arranging logistics, drafting minutes and tracking follow-up actions

• Resolves complex issues and escalates to the Residency Program Administrator as necessary.

• Coordinates program-related workflows, establishes priorities, resolves issues, and ensures deadlines are met; communicates updates and emerging issues to the Division Head and stakeholders.

• Coordinates divisional academic and clinical activities, including calendars, meetings, and documentation.

• Coordinates teaching rounds including M&M rounds, Academic Research Rounds, Specialty Noon Rounds, and VGH Grand Rounds through scheduling, speaker coordination, and logistical arrangement

• Prepares and distributes call schedules for fellows, residents, and medical students, updating MOCAP accordingly.

• Distributes rotation communication and orientation materials for residents and medical students assigned to VGH Respiratory Medicine. Resolves issues and escalates as required.

• Coordinates and monitors the lung function interpretation schedule and related reporting.

• Submits monthly finance reports and reconciles divisional accounts, including MOCAP.

• Organizes divisional events and academic rounds, including logistics and reimbursements.

This position is located at the Lung Centre (Floor 7), Gordon & Leslie Diamond Health Care Centre (DHCC).

Consequence of Error/Judgement
Errors may impact accreditation documentation, resident scheduling, program timelines, and financial reconciliation, requiring careful judgment and adherence to established standards.

Supervision Received
Works independently under general supervision of AFC Director, Sleep Disorder Medicine and Administrative Manager, Division of Respiratory Medicine.

Supervision Given
Supervises Worklearn students on specific projects.

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 laboratory setting.

· Training in secretarial skills and office procedures.

· Knowledge of medical terminology and transcription.

· Familiarity with UBC and VGH finance and accounting practices.

· Proficiency in Microsoft Word, Excel, and other office software.

· Strong verbal and written communication skills.

· Ability to manage multiple tasks, prioritize, and meet deadlines.

· High attention to detail and accuracy.

· Ability to maintain confidentiality and exercise discretion.

· Strong interpersonal skills and ability to work independently and in a team.

· Experience with scheduling, event planning, and account reconciliation.