Senior Program Assistant, St. Paul’s Hospital and Colorectal Surgery

Staff - Union

Job Category

CUPE 2950

Job Profile

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

Job Title

Senior Program Assistant, St. Paul’s Hospital and Colorectal Surgery

Department

Education Programs Administration | Department of Surgery | Faculty of Medicine

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

August 27, 2026

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

Job End Date

Ongoing

Kindly submit your resume along with a cover letter.

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 Senior Program Assistant provides administrative support to the General Surgery Program at St. Paul’s Hospital (SPH) and the Colorectal Surgery Program within the Department of Surgery. The Colorectal Surgery Residency Program is a two-year subspecialty program.

ORGANIZATIONAL STATUS

The UBC Faculty of Medicine Department of Surgery educates students at the undergraduate, graduate and postgraduate levels, and pursues research to make innovative advancements in knowledge and practice to improve health. The Department consists of more than 600 physicians, surgeons, scientists and educators and over 70 administrative, research and technical staff, distributed across British Columbia. There are nine divisions in the following specialties: Cardiac Surgery, General Surgery, Neurosurgery, Otolaryngology, Pediatric Surgery, Plastic Surgery, Radiation Oncology, Thoracic Surgery and Vascular Surgery. The Department is also home to the Branch for Global Surgical Care (BGSC).

The incumbent reports directly to the Education Program Manager. The incumbent also takes direction from the Colorectal Surgery Program Director and the Department of Surgery’s Director of Administration. The incumbent is also expected to respond to requests, policies, and procedures outlined by authorities within the Dean’s Office of the Faculty of Medicine. The incumbent collaborates and interacts with other UBC staff and faculty members, and with other health professional and academic organizations outside of UBC.

WORK PERFORMED

SPH Support

Clinical and Educational Activities

• Provides administrative support for clinical and educational activities at SPH
• Coordinates annual rotation schedule for medical students, General Surgery and off-service residents, visiting elective residents and Colorectal Surgery residents.
• Liaises with General Surgery and Vascular Surgery Lead Residents and other administrative staff regarding residents, medical students and faculty call schedule.
• Coordinates and distributes call schedules for medical students, General Surgery and Vascular Surgery residents and faculty, visiting elective residents and Colorectal Surgery residents.
• Assists with orientation for new trainees, including arrangements for ID card, network ID and hospital access and necessary documentation.

Support for Clinical Faculty

• Provides administrative supports for General Surgery SPH Site Leads.
• Tracks faculty teaching and payments in TTPS.

Colorectal Surgery Program

Administration

• Administers the program in compliance with institutional and accreditation standards.
• Supports the Program Director, program committees, residents and faculty in day-to-day operations and during meetings and events.
• Facilitates communications between the Program Director, residents, program committees, faculty and external agencies.
• Administers annual resident selection though the Canadian Residency Matching Service.
• Coordinates information on different systems and platforms
• Acts as the primary contact for visiting elective residents.

Accreditation and Reviews

• Monitors the program’s compliance with the RCPSC accreditation requirements.
• Ensures all residents and faculty complete the necessary evaluations, including milestones and competency-based assessments.
• Assists the Program Director with the completion of the CanAMS electronic documentation system as mandated by the RCPSC accreditation process to ensure compliance with deadlines.
• Assists the Program Director with communication and education of faculty and residents about internal and national policies, procedures and accreditation standards.
• Works with the UBC Postgraduate Medical Education (PGME) Dean’s Office to schedule onsite survey visits, including internal and external reviews.

Clinical Placement

• Assists the Program Director with resident rotation schedule and visiting elective inquiries.
• Coordinates all rotation information on One45.
• Compiles evaluation reports for the Program Director.

Competency by Design

• Supports the Program Director in Competency by Design (CBD): monitoring resident process, managing assessment data and preparing different reports.

Finance

• Performs financial duties such as administration of payment of physicians and faculty members, transfer of funds between accounts, monitoring budgetary expenditures, and supporting the annual program budgeting process.

Other Duties

• Provides administrative coordination for applicable meetings, rotations, conferences, workshops, and events.
• Participates in development, documentation and implementation of policies, processes and procedures, and continuous quality improvement initiatives.
• Stays up-to-date on institutional policies and national guidelines impacting resident education.
• Responds to oral and written enquiries of an interpretative nature.
• Maintains accurate administrative and program records and ensures timely submissions of required documentation.
• Performs other duties as required.

CONSEQUENCE OF ERROR/IMPACT OF DECISIONS

The incumbent is expected to exercise considerable judgment and initiative in prioritizing and scheduling work. The nature of the work requires independent action and judgement when interpreting Departmental, University and hospital policies and procedures. The assignment of rotations is extremely detailed, and scheduling errors may create significantly adverse effects on Residents, physicians, and delivery of patient care services at training sites. Failure to work in a timely and accurate manner may threaten program accreditation. Errors in judgment may result in unnecessary expenditures, and inconvenience and delays to participants and other faculty and students. Inappropriate handling of interactions and communications can create embarrassment for the Department’s faculty and administrative managers in dealings with faculty, students, University, affiliated hospitals, patients and business affiliates.

SUPERVISION RECEIVED

This position reports the Education Program Manager, General Surgery. Works independently under broad direction.

SUPERVISION GIVEN

None.

MINIMUM QUALIFICATIONS

• High school graduation, plus two years of post-secondary education, 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

• Excellent interpersonal skills, along with the ability to work and interact positively and constructively in a team environment and independently, and with a wide range of professionals and students.
• Excellent organizational skills, including the ability to prioritize work, multi-task, schedule and meet deadlines.
• Effective oral and written communications, with the ability to compose clear and grammatically correct correspondence and business documents.
• Solid judgment and a proven ability to maintain confidentiality, tact and discretion in interactions and in handling information;
• Intermediate level Microsoft Office skills (Word, Excel, PowerPoint, Outlook).
• Experience processing financial transactions and the ability to process them with accuracy.
• Demonstrated ability to maintain a high degree of accuracy and attention to detail.
• Ability to actively listens and probe for information to clarify complex requests.
• Ability to take initiative, anticipate emerging issues and recommend actions to mitigate problems.
• Ability to quickly grasp, with the standard level of training, new web-based applications such as webcasting, SharePoint, and resident learning systems.
• Ability to conduct online searchers using medical and scientific applications.
• Ability to take and transcribe meeting minutes.
• Experience in a medical or educational environment preferred.