Conference Assistant

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Hourly - Administrative Support 1 (Gr1)

Job Title

Conference Assistant

Department

Conference Services | Continuing Professional Development | Faculty of Medicine

Compensation Range

$19.43 - $25.90 CAD Hourly

Posting End Date

August 6, 2026

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

Job End Date

June 15, 2027

This role is a part-time, hourly position that averages about 3.5 hours per week.

Job Summary

Under the direction of the Conference Services Manager and the Director of Conference Services, the Conference Assistant provides support for medical conferences and educational events of the office of Continuing Professional Development in the Faculty of Medicine. This support involves assisting with administrative work, compilation of on-site course materials and summarizing post-conference evaluation results for our educational programs. The Conference Assistant is a part-time position. The Continuing Professional Development Office coordinates and executes up to 60 educational programs per year, both in-person and virtual, to assist family physicians, specialists, residents, students and other health care professionals with their Post-Graduate educational needs. Expected hours a week ~approximately <10 hours.

Organizational Status

Reports to the Registration and Conference Services Manager and the Director of Conference Services in the Continuing Professional Development Office. Takes direction from the Conference Coordinators, Conference Associates, and Registration Clerks. Works in cooperation with the rest of the Conferences Team and the Research Team.

Work Performed

• Transcribes and summarizes conference evaluation comments with excellent attention to detail
• Calculates conference data in a timely manner into statistical reports, including graphical representations of collected data
• Coordinates the accurate completion and dissemination of evaluation summaries to external partners.
• Coordinates the creation and dissemination of accreditation certificates to committee members, speakers and instructors.
• Assists in the creation and development of conference materials for conferences (virtual and in-person).
• Provides administrative support to the Conferences Team in the successful planning and execution of educational events.
• Maintains filing and storage systems for evaluation data and kit preparation materials (electronic and physical)
• Updates progress on assigned tasks using Excel spreadsheets
• Assistant with collecting and summarizing documents for review of accreditation applications submitted via the accreditation portal
• Communicates regularly with members of the conferences team on the status of assigned tasks
• Assists with data clean up and standardization of data for uploading into our registration database.
• Conducts environmental scans for targeted marketing purposes.
• Produces and distributes written correspondence to external and internal partners.
• Completes other duties as assigned.

Work Setting

Combination of remote and on-site

Consequence of Error/Judgement

This position requires significant tact and good judgment related to CPD reputation and brand. Failure to work cooperatively and with good judgement would impact teamwork and established trust among our learners and physician organization partners.

Supervision Received

The Conference Services Manager oversees the day-to-day work of the incumbent

Supervision Given

This position has no supervisory responsibilities.

Minimum Qualifications

High School graduation, plus two 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 compose written materials using clear concise business English.

Ability to accurately proofread for spelling, grammar, and punctuation.

High level of proficiency in MS Word, Excel, PowerPoint, and Outlook required.

Experience in working with the medical community an asset.

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.

Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together?

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. 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.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at View email address on ca.workus.org.