Senior Program Assistant - UBC, Vancouver

About the role

The Department of Psychiatry is one of the larger departments in the Faculty of Medicine with over 1,000 department members including full time and clinical faculty, fellows, staff in varying job families and classifications. The Psychiatry Postgraduate program is among the largest in the Faculty of Medicine, with over 130 residents in the 5-year program, alongside three additional Subspecialty Postgraduate Programs in Child and Adolescent Psychiatry, Geriatric Psychiatry and Forensic Psychiatry. This position supports the distributed administrative needs of our program across the province.

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.

Responsibilities

Primary duties include supporting resident placements and rotation scheduling for the Psychiatry and Subspecialty Programs. Specific tasks include:

• Coordinates and administers placement and rotation processes for approximately 145 residents in the General Psychiatry program and 20 residents across Psychiatry Subspecialty programs.
• Coordinates PGY 2-4 placement information sessions for incoming residents, including coordinating session dates and logistics with program leadership.
• Administers and maintains the General Psychiatry elective catalogue, reviewing elective offerings, requirements, availability, and related information for accuracy and completeness.
• Coordinates and monitors resident schedules on an ongoing basis, reviewing schedules for accuracy, completeness, conflicts, gaps, and compliance with established rotation and program requirements.
• Coordinates and maintains rotation supervisor information in One45, reviewing and updating supervisor assignments to ensure accuracy and alignment with resident rotations.
• Coordinates clinical site capacity for PGY2-4 core rotations with Associate Program Directors, Site Directors, and Oversight Directors.
• Supports the Basic Clinical Year (BCY) administration team with PGY1 placement processes, providing placement coordination, scheduling, and administrative support.
• Troubleshoots and resolves One45 evaluation and scheduling issues, including system issues, rotation entry discrepancies, evaluation problems, and last-minute schedule changes.
• Coordinates and administers CTwPC teaching payment processes for the General Psychiatry and Subspecialty programs using the Teaching and Tracking Payment System (TTPS).
• Coordinates and administers defined operational functions within the Subspecialty Residency Programs, working in collaboration with the Education Coordinator, Subspecialties.
• Coordinates and administers virtual resident academic day sessions, including initiating online meetings, confirming presenter participation, and monitoring attendance.
• Coordinates assigned administrative components of the annual CaRMS resident placement process.
• Administers and maintains the Subspecialty Program Elentra Community platform, organizing and updating program content.
• Coordinates administrative requirements for virtual program meetings, including meetings such as CAP Executive meetings.
• Coordinates administrative preparation for internal and external accreditation and program reviews.
• Maintains program records, databases, and routine reporting for the Subspecialty programs.
• Develops and maintains a clear and comprehensive Standard Operation Procedures Manual for the position.
• Provides backup administrative coverage for other education administrative staff as required by operational needs.

Who we're looking for

The successful candidate must possess strong administrative skills, exercise judgment, tact, and discretion to an outstanding degree due to the sensitive and highly confidential nature of the work. Advanced interpersonal skills and sensitivity are required, along with initiative to plan and complete recurring procedures independently within established timelines and deadlines.