Senior Program Assistant, PHPM Residency

UBC Sauder - Vancouver, BC (30+ days ago)

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Job Posting

Job ID:

Vancouver - Point Grey Campus

Employment Group:
CUPE 2950 (Cler/Secr/Library)

Job Category:
CUPE 2950 Program Assist

Classification Title:
Sr Program Asst-Med Ed (Gr8)

Business Title:
Senior Program Assistant, PHPM Residency

Faculty of Medicine


$46,776.00 (Annual)

Full/Part Time:


Desired Start Date:

Funding Type:
Grant Funded

Closing Date:

Available Openings:

Job Summary

The Senior Program Assistant, PHPM Residency, coordinates the Public Health and Preventive Medicine (PHPM) Residency Training Program in the School of Population and Public Health (SPPH) and scheduling of Medical Undergraduate Year 4 elective placements for the Faculty of Medicine Undergraduate Office. In addition, the Senior Program Assistant has responsibilities in support of all SPPH graduate programs, in collaboration with other educational team members.

The PHPM Residency Program is based at the School of Population and Public Health (SPPH), Faculty of Medicine at the University of British Columbia (UBC) Point Grey campus and has distributed training sites across the Province. PHPM is a branch of medicine concerned with the health of populations. The PHPM specialist uses population health knowledge and skills to play leading and collaborative roles in the maintenance and improvement of the health and well-being of the community. Through interdisciplinary and inter-sectoral partnerships, the PHPM specialist measures the health needs of populations and develops strategies for improving health and well-being, through health promotion, disease prevention and health protection.

Organizational Status

The School of Population and Public Health educates students at the undergraduate, graduate and postgraduate levels, and pursues research to make innovative advances in knowledge and practice to improve health.

The Senior Program Assistant serves as an integral member of SPPH's education and administrative teams and works closely with the PHPM Residency Program Director(s) to support the PHPM specialty training program sites throughout British Columbia.

The Senior Program Assistant collaborates and interacts with other UBC faculty and staff, in particular the Faculty of Medicine's Postgraduate Education and Undergraduate Education offices, other health professionals, health authorities and academic organizations outside UBC to support the PHPM Program's activities.

Work Performed

Working closely with the PHPM Residency Program Director(s), the Senior Program Assistant is responsible for the day-to-day administration of the PHPM program.

Clinical Placements
  • Organizes and maintains the web-based evaluation system, One45, for all rotations and electives. Includes but is not limited to: daily administration, maintenance and monitoring of the system; input of incoming evaluations; monitoring incoming and outstanding evaluations; updating information and printing and distributing reports, as required.
  • Responsible for resident scheduling including blocks, electives, observerships and rotation assignments, which involve entering rotation information on One45 WebEval and coordinating the overall rotation schedule, inclusive of coordination with external sites.
  • Coordinates residents' accommodations at community training sites; liaises with the Postgraduate Medical Education (PGME) office, distributed medical program and health authority staff to ensure policies and budgetary parameters are met.
  • Works with the Chief Resident to maintain the PHPM Residents' website and other internet-based communications to support program activities at distributed training sites. Assists in maintaining the Resident Wiki.
Records and Exams
  • Coordinates residents' information requirements; prepares all documents related to completion of training, including certificates and award selection. Responsible for maintaining and archiving trainee records.
  • Coordinates the Program's in-training written and oral examinations, including the administration of national PHPM practice exams; compiles exam results to the program's database and residents' files.
Residency Administration
  • Provides relevant program information to senior leadership, faculty (including clinical faculty), internal and external stakeholders, staff, residents and students regarding the PHPM program.
  • Liaises with Postgraduate Medical Education (PGME) office, rotation supervisors, clinical instructors, Chief Resident and training site administration.
  • Ensures that rotation specific goals and objective are reviewed and updated if needed every two years.
  • Resident Orientation: monitors resident registration on Resident Management System (RMS), ensures that all residents have UBC-issued email addresses, organizes Photo IDs for new residents and request facilities access.
  • Acts as central point of reference for the program, respond to inquiries and redirect complex problems to Program Director(s) or senior staff.
  • Creates and maintain resident files and ensures they are up to date prior to bi-annual reviews, competence committee meetings and accreditation
  • Prepares confirmation of enrollment letters, elective confirmation letters, etc. and completes verification requests, different forms, etc.
  • Compiles and reviews reports from One45 on faculty and resident performance and makes recommendations to the Program Director(s) on the interpretation and use of reports.
  • Supports planning for program activities including orientation week, annual events, academic half days and resident retreats, and orders catering for events.
  • Records and tracks resident vacation, attendance at Academic Half Days, conference leave and flex days; submits vacation requests to services/sites.
  • Updates and maintains program information on the Canadian Resident Matching Service (CaRMS) website.
  • Provides administrative and logistical support for CaRMS, including preparing postgraduate year one (PGY-1) applicant information packages, CaRMS interview schedule and supporting interview process.
Competence by Design
  • Supports Program Director(s) and Competence Committee in defining the priorities and timelines to keep the CBD milestones on track and manages them appropriately.
  • Supports Program Director(s) and Competency Committee in developing policies, procedures and documentation related to CBD.
Accreditation and Reviews
  • Assists Program Director(s) with the completion of the CanAMS electronic documentation system as mandated by the RCPSC accreditation process to ensure compliance with deadlines.
  • Assists Program Director(s) with communication and education of faculty, residents, and staff about internal and national policies, procedures, and new accreditation standards.
  • Works with Program Director(s) and the UBC Postgraduate Medical Education (PGME) Dean's Office to schedule onsite survey visits, including internal and external reviews.
Support for Program Director(s) and Committees
  • Assists Program Director(s) as needed.
  • Provides administrative support for the Program Director(s), and Faculty and Committees associated with the Residency Programs, including but not limited to preparing and sending out agendas and notice of meetings; transcribing minutes of meetings; circulation of minutes to members of various committees.
  • Organizes and manages resident bi-annual meetings/review with Program Director(s).
General Administration
  • Responsible for administering workflow, coordinating work processes, establishing work schedules and priorities.
  • Participates in the development of program policies and procedures, and implements new policies and procedures as directed.
  • Responsible for drafting manuals and promotion materials.
  • Provides high-level support for a variety of specialized and complex educational projects such as accreditation and internal and external reviews.
  • Performs other PHPM duties as required.
  • Provides administrative support for education program activities as required.
Finance/Honoraria Payments
  • Assists in the development of the yearly program budget for Postgraduate Medical Education; monitors overall program budget, and financial accounts including, but not limited to, the reconciliation of accounts at academic and fiscal year end. The incumbent has signing authority for expenditures on PHPM accounts.
  • Processes PHPM faculty and contractor payments; prepares and processes incoming invoices; prepares cheque requisitions.
  • Reviews and approves resident statutory holiday pay and Chief Resident stipend on the Resident Management System (RMS).
  • Allocates and monitors program expenses.
  • Processes resident and faculty reimbursements.
Medical Undergraduate Year 4 - Vancouver Fraser Medical Program.
  • Receives directives from the Medical Undergraduate Year 4 office.
  • Co-ordinates the electives enrollment with the Faculty of Medicine Undergraduate Office (MDUG).
  • Ensures student eligibility is approved by MDUG.
  • Supports five rotation sites with electives scheduling on One45 and coordinates with these sites regarding availability of preceptors. Notifies rotation sites about changes to enrollment.
  • Sends out weekly rotation on One45.
  • Approves or declines elective requests from Year 4 students/visiting students.
  • Sets the availability and capacity of electives.
  • Updates the description of rotation.
  • Monitors students' evaluations of preceptors.
  • Monitors preceptors' evaluations of students and grade entries. Follows up on pending submissions as required.
  • Enters grades into a spreadsheet located on the Year 4 SharePoint site.
  • Updates the PHPM spreadsheet with electives, student and preceptor information, and provides the link to the Chief Resident. Students/visiting students are invited to the Academic Half Days.
  • Validates clinical specialties and clinical locations on the Clinical Placement Management System (CPMS).
  • Enters information on clinical faculty who teach in the elective program into the Teaching Tracking & Payment System (TTPS).
  • Attends meetings relevant to Year 4.
  • Responds to inquiries from Year 4 UBC undergraduates, visiting students (out of province), and visiting Residents. Directs interested applicants for the Electives program to the MDUG office or the Faculty of Medicine Postgraduate Office.
Supervision Received

The position receives direction from the PHPM Residency Program Director(s) for the coordination of duties and reports to the Director, Administration & Operations for budgetary and financial reporting and regarding work performance.

After initial instruction, the incumbent is expected to work independently, consulting with the Program Director(s) and occasionally the Director of Administration & Operations.

Supervision Given


Consequence of Error/Judgement

The Senior Program Assistant is expected to use good judgment and initiative in prioritizing and scheduling work. The assignment of rotations is extremely detailed, and scheduling errors may create significant adverse effects on Residents, physicians, and delivery of medical services at training sites. Failure to work in a timely and accurate manner may threaten program accreditation. Failure to represent the School in a professional way would diminish the credibility of the Education program and the School. Confidentiality must be maintained at all times.

This position will be responsible for access, collection, use and disclosure of personal information in accordance with the BC Freedom of Information and Protection of Privacy Act (RSBC 1996) and other UBC privacy and security policies. This position requires employees to work under strict confidentiality requirements; internal procedures and policies to protect personal information must be followed and adherence to these requirements will be regularly reviewed by the employer.


High School graduation and two year post-secondary diploma. 4 years related experience or the equivalent combination of education and experience. Working knowledge of UBC's Financial Management System, One45, RMS and other systems as well as University policies and procedures preferred. Ability to effectively use the Microsoft Office suite (e.g., Outlook, MS Word, MS Excel) at an intermediate level. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to communicate effectively verbally and in writing. This includes the ability to compose correspondence and other material, using clear, concise business English. Excellent organization skills including the ability to prioritize and work effectively under pressure to meet deadlines, while maintaining accuracy and attention to detail. Ability to perform word processing at 55 words per minute and the ability to take and transcribe minutes. Interpersonal skills including: the ability to work effectively independently and in a team environment; the ability to deal with a diversity of people in a calm, courteous, and effective manner; the ability to exercise good judgement, tact and discretion and adhere to confidentiality requirements. Ability to work additional hours occasionally in evenings and early mornings for special events and meetings.

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, or Indigenous person.

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