Senior Program Assistant, Medical Education – Division of Neonatology at University of British Columbia in Vancouver, BC

Job description

Job Title Senior Program Assistant, Medical Education – Division of Neonatology Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Sr Program Asst-Med Ed (Gr8) Job Family Group Staff - Union Department Education Program Support | Department of Paediatrics | Faculty of Medicine Compensation Range $5,027.00 - $5,413.00 CAD Monthly Job End Date Ongoing Posting End Date November 8, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. This position is subject to the satisfactory completion of required background checks 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 This position provides senior-level program support for the educational activities of the Division of Neonatology within the Department of Pediatrics. Working independently and exercising judgment and discretion, the Senior Program Assistant coordinates all administrative aspects of the Division’s educational programs, including the Subspecialty Fellowship Programs, Clinical Trainee Programs, Resident and Medical Student Rotations, Continuing Medical Education (CME), and community rotations. The role requires a comprehensive understanding of UBC Faculty of Medicine policies, medical training frameworks, and hospital credentialing processes. Organizational Status Reports jointly to the Director of the Fellowship Program and the Division Head. Receives operational direction from the Program Manager, Medical Education. The Business Manager, Division of Neonatology will provide daily oversight of attendance, hours worked, and workplace conduct. Collaborates with a wide range of internal and external stakeholders including faculty members, fellows, residents, medical students, Divisional and Departmental administrative staff UBC Postgraduate Medical Education and Undergraduate Medical Education offices, and hospital credentialing bodies. Work Performed Program Coordination and Delivery Independently coordinates all administrative aspects of the Fellowship and Clinical Trainee programs, including the intake and review of applications, complex rotation & shift scheduling, onboarding, and hospital credentialing processes. Maintains and updates all training documentation including rotation schedules, learning objectives, program handbooks, and Divisional education policies. Independently coordinates and maintains web-based evaluation systems to ensure timely distribution and collection of evaluations; follows up on incomplete submissions. Including acquiring full working knowledge of One45, Elantra, & Qualtrics evaluation systems. Provides support to fellows in preparing for exams and research presentations, including assistance with logistics and formatting. Oversees bi - weekly academic days and other Divisional education sessions, including scheduling, room booking (both virtual & physical spaces), materials preparation, and communication with faculty and trainees. Provides meeting setup & host support for all related virtual sessions. Maintains all current trainee & graduate records. Contributes to long-term program engagement initiatives. Program Planning, Evaluation and Problem-Solving Works closely with the Fellowship Program Director and Division Head to address trainee concerns, program feedback, and administrative challenges; proposes and supports implementation of creative strategies to enhance program quality. Assists in identifying opportunities for innovative delivery of clinical education, including the integration of new formats or learning tools. Contributes to quality assurance efforts to ensure that the Division’s programs meet the accreditation standards of the Royal College of Physicians and Surg