Job Title

Senior Program Assistant, Placements and Subspecialty Programs

Job Category

CUPE 2950

Job Profile

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

Job Family Group

Staff - Union

Department

Education Support | Department of Psychiatry | Faculty of Medicine

Compensation Range

$5,027.00 - $5,413.00 CAD Monthly

Job End Date

Ongoing

Posting End Date

October 31, 2026

Note

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

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 Department of Psychiatry is one of the larger departments in the Faculty of Medicine (FoM) with over 1,000 department members including full time and clinical faculty, fellows, staff in varying job families and classifications. The Department's medical education programs are some of the most widely distributed within the Faculty of Medicine with faculty appointees and trainees located within all six Health Authorities. The Psychiatry Postgraduate program is among the largest in the Faculty of Medicine, with over 130 residents in the 5-year program, with three additional Subspecialty Postgraduate Programs in Child and Adolescent Psychiatry, Geriatric Psychiatry and Forensic Psychiatry.

This position reports to the Senior Education Programs Manager and receives work direction from the Senior Education Programs Manager, the Postgraduate Education (PGE) Manager.



This position may also receive direction and guidance from the Education Coordinator, Subspecialties and Program Directors.

This position is based in the Department of Psychiatry at Diamond Health Care Center at Vancouver General Hospital (VGH) site. This position supports the distributed administrative needs of our program across the province. Flexibility in work hours is required as needed to meet the various UBC Department Education Programs timelines, deadlines, and operational requirements.

Primary duties include supporting resident placements and rotation scheduling for the Psychiatry and Subspecialty Programs. Responsibilities include, but are not limited to, communicating with residents about placement schedules and rotation details, coordinating and organizing resident placement information sessions, confirming site capacities for PGY2-4 placements, assisting BCY program with PGY1 placements, maintaining schedules in One45 and internal spreadsheets, tracking schedule changes and outstanding items, organizing and following up on evaluations, processing TTPS payments, and providing general administrative support for resident rotations.

In addition, this position also supports the Subspecialty Program administration, working alongside the Education Coordinator, Subspecialties. This may include coordinating academic sessions, maintaining educational databases,



supporting reporting and documentation processes, and assisting with a variety of administrative projects and day-to-day tasks as needed. Supports the Senior Education Programs Manager, Manager, PGE and Education Coordinator, Subspecialties with event planning throughout the year.

Organizational Status

As a member of the Department of Psychiatry Education team, this position reports to the Senior Education Programs Manager. The incumbent works closely with and receives work direction from Senior Education Program Manager, Manager, PGE, Education Coordinator, Subspecialties, and Program Directors.

The incumbent will liaise with Department members, residents, site directors, elective coordinators, personnel at hospitals and other training sites, and Department and Faculty of Medicine staff. This position will be required to work flexible schedule and days to meet operational requirements. May be required to travel.

Work Performed

Duties and responsibilities of this role include but are not limited to:

Placements, Rotations, Scheduling & Teaching Payments

- Coordinates and administers placement and rotation processes for approximately 145 residents in the General Psychiatry program and 20 residents across Psychiatry Subspecialty programs. Coordinates complex, concurrent rotation schedules across multiple PGY levels, clinical sites, supervisors, electives, and program requirements, ensuring schedules are accurate, complete, and aligned with program and training requirements. This includes liaising directly with residents and program stakeholders to confirm and resolve scheduling requirements; entering, verifying, and updating detailed

📌 Senior Program Assistant, Placements and Subspecialty Programs (Vancouver)
🏢 University of British Columbia
📍 Vancouver