HR & Education Assistant

Job Summary

The HR & Education Assistant provides integrated administrative and human resources coordination to support both Vancouver Coastal Health (VCH) and UBC–related HR processes and the Undergraduate Medical Education (UGME) activities within the Department of Urologic Sciences at the University of British Columbia. The role delivers recruitment, onboarding, documentation, and credential‑tracking support in accordance with VCH and UBC policies, as well as applicable Ministry of Health (MOH) guidelines. In addition, the position plays a key role in UGME operations, including tracking teaching hours, coordinating learner schedules and access, supporting orientation and elective processes, and providing onsite assistance to undergraduate medical students. While the primary focus is on UGME and VCH/DUS HR coordination, the position may also provide occasional, limited support to Residency, Fellowship, and Continuing Professional Development (CPD) programs as required. The Residency Coordinator remains the lead for all residency‑related operations and provides oversight for UGME operational matters to ensure alignment and consistency across programs.

This position requires onsite presence periodically.

Cover letter required as part of application.

Organizational Status
The Department of Urologic Sciences (DUS) within the Faculty of Medicine supports a broad range of academic and clinical activities, including undergraduate medical education, postgraduate training, research, and faculty development. The Department is comprised of academic and clinical faculty, research personnel, administrative staff, and trainees working across multiple Vancouver Coastal Health (VCH) sites and UBC-affiliated facilities.

The HR & Education Assistant reports directly to the Administrative Manager and works closely with the Department Undergraduate Program Director, the Residency Coordinator, the Department’s Admin Coordinator(s), and a variety of faculty and staff involved in teaching and learner support. The position also interacts regularly with VCH Human Resources and Medical Affairs teams on recruitment, onboarding, and credentialling processes.

The role requires ongoing collaboration with UBC colleagues across the Faculty of Medicine, including the MD Undergraduate Program Office, hospital-based administrative personnel, trainees and medical students. The incumbent builds effective working relationships with internal and external partners to support the efficient operation of departmental HR processes and education programs.

Work Performed
VCH/UBC-Related HR Coordination (50%)

• Supports full recruitment cycles by preparing and posting job advertisements, tracking stages, and ensuring required documents are complete in accordance with VCH/UBC guidelines.

• Coordinates interview arrangements, including scheduling, candidate communication, preparation of interview materials, and arranging virtual or in‑person logistics.

• Carries out reference checks using approved templates and records outcomes in accordance with established procedures.

• Drafts position descriptions and updates onboarding materials, keeping templates current and properly version‑controlled.

• Assists with credential checks, gathering required documentation, and liaising with VCH HR or Medical Affairs to confirm procedural requirements.

• Collaborates with the Admin Coordinator on credentialling tasks such as documentation collection, status tracking, and filing.

• Maintains recruitment trackers and templates in SharePoint, including stages, dates, required documents, and version control of onboarding checklists.

• Maintains organized recruitment, onboarding, and credentialling records with attention to confidentiality and FOIPPA compliance.

• Keeps recruitment trackers and SharePoint templates updated, ensuring version control of onboarding checklists.

• Supports DUS HR Coordinator with monitoring and triaging generic inbox

• May support Workday processing periodically

• Provides coverage for colleague’s portfolios as necessary

• Requests access cards and other access requirements

• Other duties as required.

UBC-Related Education Program Assistant Duties (50%)

• Schedules and confirms fourth‑year clinical clerk electives in accordance with established criteria and approvals, communicating with students, preceptors, and administrative contacts.

• Coordinates with the MD Undergraduate Program Office on fourth‑year scheduling and elective requirements.

• Liaises with the Department of Surgery Undergraduate Program regarding third‑year scheduling needs.

• Coordinates elective rotations for medical students (including international students), ensuring schedules and documentation are current.

• Develops and maintains general learner/teacher onboarding resource kits (first‑week expectations, systems overview, basic facilities information) and distributes them as needed.

• Arranges systems access for learners, staff and faculty (email, platforms, shared folders) following defined procedures.

• Provides onsite support on designated days at DHCC to distribute and retrieve student equipment and maintain tracking logs.

• Tracks and compiles departmental teaching activity data on TTPS for reporting and planning.

• Monitors and reconciles TTPS teaching hours, runs exception reports, and follows up on missing or incomplete entries.

• Supports department events including Research Day, graduation dinner, and other academic events through checklists, logistics coordination, and post‑event notes.

• Assists with triage of generic UGME/HR inboxes by using templates, and escalation pathways.

• Maintains Standard Operating Procedures document for own portfolio and a change log for team procedures, ensuring updates reflect UBC and VCH process changes.

• Provides support to team members during absences.

• Attends UGME meetings as needed.

• Schedule and release evaluations in one45.

• Other related duties as assigned.

Consequence of Error/Judgement
The HR & Education Assistant is expected to exercise sound judgment and attention to detail when coordinating human resources processes and supporting Undergraduate Medical Education activities. Errors in documentation, onboarding, or credential‑tracking may delay hiring, disrupt workflow for faculty or staff, or result in compliance issues with Vancouver Coastal Health or UBC requirements. Inaccurate tracking of teaching hours, schedules, or learner information may affect payment processing, compromise learner support, or negatively impact educational activities within the Department. Poor organization, incomplete records, or missed deadlines may reduce operational efficiency, create confusion for learners and faculty, and hinder the Department’s ability to meet internal and external administrative expectations. The incumbent must know when to escalate issues to the Administrative Manager or relevant program leads to prevent service disruptions.

Supervision Received
The HR & Education Assistant works independently under the broad direction of the Administrative Manager, and also the Residency Coordinator (for direction related to the Residency/UGME Program), and Administrative Coordinator (for direction related to VCH/UBC HR processes). The position exercises judgment in managing day‑to‑day responsibilities, referring complex, unusual, or recurring issues to the Administrative Manager for guidance and implementing approved solutions. Residency‑related questions or tasks, as well as UGME operational issues, are escalated to the Residency Coordinator as the primary lead, with the Administrative Manager involved when further escalation is required.

Supervision Given
None.

Minimum Qualifications
High School graduation, plus one year of post secondary education, plus three 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

• Knowledge of UBC policies and procedures preferred

• Knowledge and experience with Workday preferred, especially HR related processes

• Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English

• Ability to maintain accuracy and attention to detail

• Ability to anticipate problems and issues and plan ahead

• Ability to effectively use Outlook, Word, Excel and PowerPoint at an intermediate level

• Ability to take and transcribe accurate meeting minutes

• Ability to prioritize and work effectively under pressure to meet deadlines

• Ability to deal with a diversity of people in a calm, courteous, and effective manner

• Ability to work effectively independently and in a team environment

• Ability to communicate effectively verbally and in writing

• Ability to exercise tact and discretion

• Ability to make thoughtful, informed, and thorough decisions

• Ability to determine the nature and urgency of inquiries and issues, and triage appropriately

• Ability to work additional hours occasionally in evenings and early mornings, and rarely on weekends, as required