Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Sr Program Asst-Med Ed (Gr8) Job Title VFMP Hospital Sites Senior Program Assistant Department Year 1-4 Community Engagement | Medical Undergraduate | Faculty of Medicine Compensation Range $4,739.00 - $5,102.00 CAD Monthly Posting End Date September 17, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. 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. Ranked among the world’s top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine.

Across British

Columbia, more than 12,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally-based centres across the province. This position operates as part of the Vancouver Fraser Medical Program (VFMP) and is based in the Fraser region.

The incumbent is responsible for providing senior administrative program support for the delivery of UBC MD Undergraduate Program (MDUP) activities located in hospital sites across the region. The incumbent liaises closely with the Vancouver-Fraser team, on-site clinical faculty and staff and collaborates with Years 1 to 4 Curriculum Delivery teams regarding administrative and program development matters. These include fulfilment of day-to-day in office administrative support for establishment and development of UBC medical education sites in the Vancouver and Fraser regions.

The role requires staff to work with ambiguity and change and prioritizes UBC’s reputation and relationship-building with key internal units and external partners. This position has the option of a hybrid work arrangement once per week when operationally feasible. The primary work location is Royal Columbian Hospital (RCH) Burnaby Hospital and may also have some work performed at other hospital sites including Burnaby Royal Columbian Hospital and Surrey Memorial Hospital (SMH), along with occasional Vancouver-based sites including Leslie Gordon Diamond Healthcare Centre and UBC campus.

Organizes and assists with scheduling academic teaching sessions (in-person, virtual and hybrid) including room bookings as per the Faculty of Medicine room schedule Coordinates activities for on-site Clinical Skills and SIM teaching sessions including recruiting tutors, communicating with patient recruiters, booking appropriate rooms, taking attendance, sending out email communications, and performing set-up and take downs for each session Acts as a primary on-site contact and resource for the teaching faculty and patients (Standardized Patients, Volunteer Patients and Clinical Teaching Associates), to meet and welcome them and answer queries relating to their participation in the teaching session. Ensure that all appropriate medical supplies and equipment necessary for clinical experiences are stocked and available in the SIM rooms for scheduled educational sessions Corresponds with students, tutors, and patients to confirm session details and distribute learning materials for Clinical Experiences teaching sessions.



Supports classroom-based sessions (such as academic half-days, TIPP, Family Medicine seminars, portfolio) including assisting faculty, patients and external partners in a prompt and helpful manner and prepared to respond with little or no notice Provides support and troubleshooting for issues related to audio-visual and other equipment

- Coordinates on-site faculty development sessions at Vancouver or Fraser hospital sites in collaboration with the Vancouver-Fraser faculty development team Participates in curriculum planning and debrief meetings to present site-specific feedback and evaluation. Prepares and coordinates scheduling, including recruitment and administrative support for Year 3 and 4 UBC students and Out-of-Province (both International and Canadian) rotational and elective students in the MD undergraduate on-site
- Coordinates the site schedule of all undergrad students on site and tracks via one45, as required. Liaises with clinical departments and preceptors for accepting additional trainees and verifies rotation capacity. Tracks capacity placement for year 4 electives at the incumbent’s main site for undergraduate MD students Prepares rotation or call schedules as required Identifies suitable tutors for the on-site scheduled teaching sessions in collaboration with the Clinical Experiences program staff and the UBC Departments program staff, and schedules tutors until all teaching slots are filled. Acts as the primary contact for tutors and patients at hospital sites. Coordinates alternate payments (honorary, adjunct, or for call shifts) as necessary.

Utilize

Workday to capture personal attendance and request reimbursements or alternate payments for faculty and patients. On-Site Hospital Staff Support Provides in-person and ongoing student support for local student orientations and, including first-day reporting instructions, email inquiries and ongoing issues as they arise, handouts, ID badges, parking arrangements and other logistics. Acts as a resource for students with issues involving hospital-specific access and other on-site related items.

Acts as the first point-of-contact for the program at the site and ensures responsive and timely service. Participates in invigilation for curricular examinations either on-site, or at other Vancouver or Fraser Region sites Distributes, tracks, collects and assessment and evaluations for undergraduate learners and preceptors through the evaluation workflow in One45, Qualtrics or alternate evaluation systems

- Support development/organization/implementation/administration of pilots and new electives Responds to and redirects inquiries regarding non-UBC affiliated educational experiences (such as observerships and independent elective requests), referring to the appropriate process and policies and identifying issues as they arise Supports facility requests and needs at hospital sites in coordination with the VFMP Hospital Sites Team Lead, FoM Facilities team and relevant Fraser Health representatives. Participates as a member of the Health & Safety representative role as required,



including completion of required training and regular meeting attendance. Attends UBC medical education program and site Medical Education Committee meetings as required, takes minutes and follows up on action items as appropriate Supports the accreditation processes by identifying areas of risk and providing recommendations to their manager
- Maintains an up-to-date, detailed site-specific job manual for this position. Performs other duties related to the position and site as required across Fraser hospital sites, must be prepared to travel within the Greater Vancouver region and work some evenings or weekends during the academic year. This position is expected to exercise professional judgement and extreme discretion when dealing with issues surrounding medical education. Errors in judgement could have immediate repercussions for the clinical faculty, trainees, staff on-site and on medical education program delivery. Errors in judgement or ineffective communication could have a negative impact on the Faculty of Medicine and the University resulting in legal action, negative public relations, financial costs, and loss of credibility. Ineffective communication, may lead to damaged relationships within the community, or with the rotation and program, or loss of preceptors for the program and could have immediate repercussions for the learners and hospital staff, and on medical education program delivery.

Supervision Received

Duties are performed independently as required, under minimal supervision from the Senior Manager, VFMP. The incumbent will also take direction from the VFMP Hospital Sites Team lead and the Manager, Patient Programs.

Supervision Given

Is not required to supervise

- High School graduation, plus two year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience. Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion Office and administrative experience preferred.

Experience with One45 is an asset. Knowledge of web-based scheduling programs and online course delivery is an asset. Ability to effectively use Outlook, MS Office suite and database software at an intermediate level.

Ability to use SharePoint and Adobe Pro. Ability to communicate effectively verbally and in writing. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to exercise high level of tact and discretion, project a positive image and be diplomatic in stressful situations while, maintaining confidentiality in dealing with faculty, staff and learners.

Ability to work effectively with minimal supervision. The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world.

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged.

Human Rights

Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person. however Canadians and permanent residents will be given priority.

📌 VFMP Hospital Sites Senior Program Assistant (Burnaby)
🏢 The University of British Columbia
📍 Burnaby