Senior Program Assistant, Placements and Subspecialty Programs

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 hours 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 rotation and placement information in One45; maintaining accurate and current One45 schedules; and ensuring that rotation and placement information is consistently reflected in internal program documentation and records.
· Coordinates PGY 2–4 placement information sessions for incoming residents, including coordinating session dates and logistics with program leadership, preparing and communicating placement-related information to residents, responding to resident inquiries, and ensuring that required information is communicated accurately and within established timelines.
· Administers and maintains the General Psychiatry elective catalogue, reviewing elective offerings, requirements, availability, and related information for accuracy and completeness. Identifies outdated, incomplete, or conflicting information and independently follows up with faculty, clinical sites, and program leadership to clarify requirements. Determines and implements required updates to ensure the catalogue reflects current opportunities and program requirements, and communicates changes to residents and relevant stakeholders in a timely manner.
· Coordinates and monitors resident schedules on an ongoing basis, reviewing schedules for accuracy, completeness, conflicts, gaps, and compliance with established rotation and program requirements. Identifies scheduling issues and outstanding information, independently follows up with residents, faculty, clinical sites, and program stakeholders to obtain required information or resolve issues, and coordinates and implements necessary schedule changes. Tracks multiple interdependent deadlines and administrative requirements to ensure scheduling information remains current and accurate and that related administrative processes proceed within required timelines.
· Coordinates and maintains rotation supervisor information in One45, reviewing and updating supervisor assignments to ensure accuracy and alignment with resident rotations. Monitors evaluation requirements and completion, identifies discrepancies or outstanding evaluations, and follows up with residents, supervisors, and program stakeholders to ensure evaluations are accurate and completed within required timelines.
· Coordinates clinical site capacity for PGY2–4 core rotations with Associate Program Directors, Site Directors, and Oversight Directors, gathering and reconciling site capacity information to support accurate resident placements and rotation scheduling.
· Supports the Basic Clinical Year (BCY) administration team with PGY1 placement processes, providing placement coordination, scheduling, and administrative support as required to ensure accurate and timely placement information.
· Troubleshoots and resolves One45 evaluation and scheduling issues, including system issues, rotation entry discrepancies, evaluation problems, and last-minute schedule changes. Investigates issues, determines appropriate corrective action, implements updates where possible, and liaises with the One45 System Support Analyst to resolve issues requiring technical support.
· Coordinates and administers CTwPC teaching payment processes for the General Psychiatry and Subspecialty programs. Compiles, reviews, verifies, calculates, reconciles, tracks, and submits teaching payment information and invoices in the Teaching and Tracking Payment System (TTPS), applying established payment requirements to accurately translate teaching activity into payment amounts. Identifies and resolves discrepancies, missing information, and payment issues, and acts as the primary administrative contact for faculty inquiries regarding CTwPC payments. Investigates and troubleshoots financial and system issues and liaises with the PGME TTPS Team and relevant program staff to resolve issues and ensure accurate and timely payment processing.

 
Subspecialty Program Support
· Coordinates and administers defined operational functions within the Subspecialty Residency Programs, working within established program processes and in collaboration with the Education Coordinator, Subspecialties. Responsibilities include administration of resident academic activities, reimbursements, accreditation documentation, program communications and records, meetings and events.
· Coordinates and administers virtual resident academic day sessions, including initiating online meetings, confirming presenter participation, troubleshooting technical and logistical issues, monitoring attendance, and maintaining accurate attendance records. Enters and maintains academic session information in One45 and processes related faculty teaching payments through TTPS in accordance with established requirements.
· Coordinates assigned administrative components of the annual CaRMS resident placement process, including supporting faculty access to CaRMS Online, developing and maintaining templates and process documentation, coordinating interview-day logistics, preparing and organizing materials, and maintaining related records. Completes assigned administrative tasks independently and follows established processes and timelines to support the efficient and accurate delivery of the CaRMS process.
· Administers and maintains the Subspecialty Program Elentra Community platform, organizing and updating program content, uploading and revising materials, and ensuring information is current, accurate, and accessible to residents. Coordinates required content updates with program staff and implements changes in accordance with established program requirements.
· Coordinates administrative requirements for virtual program meetings, including meetings such as CAP Executive meetings. Prepares and distributes agendas and materials, coordinates meeting logistics and participants, attends and/or facilitates meetings, records and distributes minutes and action items, and maintains Terms of Reference, contact lists, and related documentation. Follows up on assigned action items and ensures meeting records and related information are accurate and current.
· Coordinates administrative preparation for internal and external accreditation and program reviews, including collecting and organizing meeting minutes and agendas, gathering publication and activity data from residents and faculty, collating program policies and supporting documentation, and maintaining organized accreditation records. Monitors documentation requirements and timelines, follows up with residents, faculty, and program staff for outstanding information, and ensures materials are complete, accurate, and available for review.
· Maintains program records, databases, and routine reporting for the Subspecialty programs, compiling and verifying information, updating records and systems, maintaining organized electronic and physical files, and coordinating meeting and program activity schedules. Reviews information for accuracy and completeness and follows up on discrepancies or missing information to ensure records and reports are current and reliable.
· Develops and maintains a clear and comprehensive Standard Operation Procedures Manual for the position.
· Uses judgment, discretion, and tact in responding to oral and written inquiries from residents, faculty, and other program stakeholders, applying knowledge of Department and University policies, procedures, and practices to interpret requirements and resolve administrative issues. Determines appropriate next steps and escalates issues requiring program-level decisions or authority to the appropriate colleague.
· Provides backup administrative coverage for other education administrative staff as required by operational needs, maintaining continuity of essential program and administrative processes.
· Performs other related duties and tasks as required

Consequence of Error/Judgement
This position required judgment, tact, discretion to an outstanding degree, due to the sensitive and highly confidential nature of work. Advanced interpersonal skills, sensitivity are required. Initiative and good judgement are required to plan and complete recurring procedures independently and within established timelines and deadlines. This position must incorporate knowledge of the University, Faculty, Department and Royal College policies and procedures. Failure to perform job duties appropriately and maintain a high level of accuracy could threaten accreditation, and errors may have a negative impact on the Department, Programs and Residents.

Supervision Received
This position reports to the Senior Education Programs Manager, and receives work direction primarily from the Manager, PGE, Education Coordinator, Subspecialties, and Program Directors. Performs familiar duties independently and in accordance with established procedures. Accountable to the Senior Education Programs Manager for meeting position expectations.

Supervision Given
There are no direct reports. This position may train new staff or temporary staff on work procedures.

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 one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

 
• Ability to work a flexible schedule to meet program needs early mornings, and occasionally evenings or weekends.
• Excellent organizational skills, including the ability to take initiative and complete work with a high level of accuracy and attention to details. Strong ability to develop and streamline processes and procedures.
• Strong judgment and decision-making skills. Ability to analyze problems, identify key information and issues, and effectively resolve.
• Effective oral and written communications, with the ability to compose clear, concise and grammatically correct correspondence and business documents.
• Excellent time management skills, with the ability to prioritize work, multi-task, set and meet deadlines, and work effectively under pressure to meet deadlines.
• Effective interpersonal skills with the ability to deal with a diversity of people in a calm, courteous, and effective manner. Strong customer service skills and a proven ability to maintain confidentiality, tact and discretion.
• Experience with standard business office procedures and practices.
• Experience preferably in a university environment, UBC experience an asset.
• Experience in postgraduate training preferred; experience with Faculty of Medicine and residency training policies and procedures an asset.
• Experience in scheduling and event coordination.
• Experience reviewing and verifying financial reimbursement requests and invoices, and identifying and resolving issues.
• Ability to type 60 wpm and to operate a normal range of office equipment.
• Ability to take and transcribe well-written, accurate meeting minutes.
• Ability to work effectively independently and in a team environment.
• Ability to adapt to and implement changes.
• Strong software skills, and the ability to learn new software easily with standard level of training.
• High level of experience running online meetings and breakout sessions using Zoom.
• Ability to provide guidance and training to faculty on use of Zoom for program activities, and help troubleshoot issues.
• Experience with creating surveys in Qualtrics.
• Intermediate skills in Microsoft Outlook, Word, Excel and PowerPoint.
• Experience with Entrada, One45 and Resident Management System (RMS)
• Consistent track record of contributing to a positive workplace. Ability to accept and provide feedback in a courteous manner.