Administrative Support 3 (Gr6)
University of British Columbia
Vancouver, BC
Job Posting

Job ID:

Vancouver - Hospital Site

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

Job Category:
CUPE 2950 Administrative Suppt

Classification Title:
Administrative Support 3 (Gr6)

Business Title:
Administrative Support 3 (Gr6)

Faculty of Medicine

Obstetrics & Gynaecology

$43,884.00 (Annual)

Full/Part Time:


Desired Start Date:

Funding Type:
Budget Funded

Closing Date:

Available Openings:

Job Summary

The Program Assistant provides administrative support to the Department of Obstetrics & Gynaecology Education Programs, including the Residency and Gynaecologic Oncology (GyneOnc) Fellowship. The position requires a broad knowledge of UBC Education programs, policies and various Health Authorities including BCWH and VGH.

Organizational Status

The position is accountable to and reports directly to the OBGYN Education Manager and follows direction from both the Residency and GyneOnc Fellowship Program Director(s). The incumbent will work closely with the Residency and GyneOnc Program Directors and will work regularly with faculty members, fellows, and residents.

Work Performed

Residency Program .7 FTE

General Residency Program Support
  • Coordinates resident assignments at all training sites ensuring they are affiliated with UBC, coordinating educational licenses, photo ID, keycard access, OR e-slate access, preparation of documents and facilitating temporary hospital privileges -Maintains and distributes all resident call schedules and changes.
  • Enters schedules and contact information into PHSA and VCH on-call scheduling systems
  • Manages all out-of-province resident elective requests -Coordinates resident accommodations at community training sites
Manages approvals of vacation requests including notification to services and residents, ensuring that adequate house-staff coverage for patient care is not compromised -Administers resident personnel files including evaluations, exam results, attendance records, correspondence, licenses, research projects and remediation documentation
  • Prepares resident personnel files for bi-annual performance meetings with Program Director
  • Maintains records of attendance at Journal Clubs, academic seminars, NRP and ACLS courses, conference, vacation, courses and lieu days
  • Organizes Journal Club -Prepares notification to all services ensuring residents are freed of all clinical obligations without compromising appropriate resident house-staff coverage during periods of mandatory program educational events and courses
Finance-related Support
  • Reconciles all residency program and resident reimbursements and faculty teaching payments through FMIS and departmental online database
  • Reconciles, prepares, and maintains all financial spreadsheets and records
  • Prepares and submits resident reimbursement of site call or home call, statutory holidays and chief resident stipends
  • Submits payroll codes for residents to Vancouver Coastal Health payroll
  • Submits formal teaching Smartforms
Resident Education Support
  • Develops, manages and monitors databases for the purposes of maintaining faculty teaching information (contact information, tracking of teaching evaluations, resident contact lists)
  • Consults with instructors to assess resources and equipment/audio-visual needs
  • Distributes instructor confirmations, develops and updates seminar schedules and course material
  • Oversees the distribution of learning materials to instructors and residents, sends thank you letters and evaluations to speakers
  • Creates evaluations, reports, monitors and tracks evaluations; updates and troubleshoots the One45
  • Acts as primary contact for the instructors in case of cancellations arranges for substitute instructors and answers inquiries as necessary
  • Reports annual MOCOMP educational hours for physicians
  • Maintains One45, Resident Research Database and Resident Management System (RMS)
  • Removes and add residents from the Education Database and website profiles
  • Maintains Residency Program section of Department website, using Wordpress -Develops, revises and maintains program manuals including educational objectives, resident handbook and procedures and Program Assistant manuals -Performs other related duties as necessary
Assistance to Residency Program Administrator
  • Assists with OSCE exam with set up, mark exams and report results to residents and Program Director
  • Assists in set up for CaRMS and greets applicants
  • Provides back up when Program Administrator is on leave
Gyne Onc Fellowship .3 FTE

Serves as the primary point of contact for the Fellowship program
  • Responds to routine telephone, email, and in-person inquiries on issues related to the Fellowship Program and admission requirements, in accordance with
University and departmental guidelines; refers complex enquiries appropriately
  • Responds to routine inquiries pertaining to clinic activities, policies and procedures
  • Provides administrative support to the Program Director
  • Coordinates regular meetings with Program Director and reviews updates on the program
  • Prepares and organized Academic Half Days
  • Prepares and organizes documents for accreditation and internal review processes
  • Provides overall administrative coordination of the Fellowship program
  • Prepares and maintains electronic records and files; maintains security and confidentiality of all program documents and trainee records
  • Prepares and distributes rotation and teaching schedules for Fellows
  • Processes new applications, facilitates interview process and sends out acceptance/decline letters
  • Coordinates appointment documentation and onboarding for Fellows, including scheduling orientation sessions for new Fellows, arranging IT access, keys, and ID badges
  • Tracks program expenses/deposits in Excel and reconciles with FMIS on a monthly basis
  • Processes SmartForms for reimbursement, on behalf of Program Director, Faculty, and Fellows
  • Participates in exam scheduling and set-up
  • Maintains Fellow(s) information on One45 including the distribution of evaluation(s) and compiles reports as required and Resident Management System (RMS)
  • Prepares and distributes agendas and presentation material; takes, transcribes and circulates meeting minutes for Fellowship Committee meetings (RPC, CC)
  • Maintains database and website information for Fellowship Program
Supervision Received

Works independently under general supervision by the REI Division Head and Education Manager. Work is performed in accordance with established procedures and accepted practices.

Supervision Given

No supervision given.

Consequence of Error/Judgement

It is important that department records are dealt with conscientiously and confidentially. Errors or incorrect decisions made may have direct impact on the reputation of the Department of Obstetrics & Gynaecology and/or its divisions or programs. Accuracy and attention to detail are critical, as mistakes are costly for students, staff, fellows and faculty members. This position requires the incumbent to exercise strong organizational and prioritization skills and good judgment. Tact and discretion must be exercised when dealing with issues of a sensitive nature.


High School graduation and 1 year post-secondary education. High School graduation and 1 year post-secondary education. 3 years of related experience or the equivalent combination of education and experience. Experience in postgraduate education environment preferred with knowledge of FMIS and UBC postgraduate education systems and procedures Ability to perform word processing at 60 words per minute. Ability to operate job-related equipment (e.g., multi-line phone/switchboard) (e.g., fax machine, photocopier). Ability to take and transcribe accurate meeting minutes. Word processing/computer experience required (intermediate to advanced MS Word and Excel). Knowledge of Contribute, Access and Web eVal preferred. Ability to exercise tact and discretion. Demonstrated ability to take initiative, prioritize and meet deadlines. Effective interpersonal, oral and written communication skills. Ability to maintain accuracy and attention to detail. Ability to work independently and work effectively in a team environment under pressure to meet deadlines. Effective interpersonal and organizational skills. Effective problem solving skills. 4 years related experience or the equivalent combination of education and experience.

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.