Senior Program Assistant, CBL Year 2

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

$4739.00 - $5102.00 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 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 Assistants 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 incumbents 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 ones own
• Demonstrates a commitment to enhancing ones 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.

Required Experience:

Senior IC

Employment Type : Full-Time
Experience: years
Vacancy: 1
Monthly Salary Salary: 4739 - 5102