Senior Program Assistant, Placements and Subspecialty Programs

Job Title Senior Program Assistant, Placements and Subspecialty Programs

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)

Job Family Group Staff - Union

Department Education Support | Department of Psychiatry | Faculty of Medicine

Compensation Range $5,027.00 - $5,413.00 CAD Monthly

Job End Date Ongoing

Posting End Date October 31, 2026

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

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

The Department of Psychiatry is one of the larger departments in the Faculty of Medicine (FoM) with over 1,000 department members including full time and clinical faculty, fellows, staff in varying job families and classifications. The Department's medical education programs are some of the most widely distributed within the Faculty of Medicine with faculty appointees and trainees located within all six Health Authorities.

The Psychiatry Postgraduate program is among the largest in the Faculty of Medicine, with over 130 residents in the 5-year program, with three additional Subspecialty Postgraduate Programs in Child and Adolescent Psychiatry, Geriatric Psychiatry and Forensic Psychiatry.

This position reports to the Senior Education Programs Manager and receives work direction from the Senior Education Programs Manager, the Postgraduate Education (PGE) Manager. This position may also receive direction and guidance from the Education Coordinator, Subspecialties and Program Directors.

This position is based in the Department of Psychiatry at Diamond Health Care Center at Vancouver General Hospital (VGH) site. This position supports the distributed administrative needs of our program across the province. Flexibility in work hours is required as needed to meet the various UBC Department Education Programs timelines, deadlines, and operational requirements.

Primary duties include supporting resident placements and rotation scheduling for the Psychiatry and Subspecialty Programs. Responsibilities include, but are not limited to, communicating with residents about placement schedules and rotation details, coordinating and organizing resident placement information sessions, confirming site capacities for PGY2-4 placements, assisting BCY program with PGY1 placements, maintaining schedules in One45 and internal spreadsheets, tracking schedule changes and outstanding items, organizing and following up on evaluations, processing TTPS payments, and providing general administrative support for resident rotations.

In addition, this position also supports the Subspecialty Program administration, working alongside the Education Coordinator, Subspecialties. This may include coordinating academic sessions, maintaining educational databases, supporting reporting and documentation processes, and assisting with a variety of administrative projects and day-to-day tasks as needed. Supports the Senior Education Programs Manager, Manager, PGE and Education Coordinator, Subspecialties with event planning throughout the year.

Organizational Status

As a member of the Department of Psychiatry Education team, this position reports to the Senior Education Programs Manager. The incumbent works closely with and receives work direction from Senior Education Program Manager, Manager, PGE, Education Coordinator, Subspecialties, and Program Directors.

The incumbent will liaise with Department members, residents, site directors, elective coordinators, personnel at hospitals and other training sites, and Department and Faculty of Medicine staff. This position will be required to work flexible hours and days to meet operational requirements. May be required to travel.

Work Performed

Duties and responsibilities of this role include but are not limited to:

Placements, Rotations, Scheduling & Teaching Payments

• Coordinates and administers placement and rotation processes for approximately 145 residents in the General Psychiatry program and 20 residents across Psychiatry Subspecialty programs. Coordinates complex, concurrent rotation schedules across multiple PGY levels, clinical sites, supervisors, electives, and program requirements, ensuring schedules are accurate, complete, and aligned with program and training requirements. This includes liaising directly with residents and program stakeholders to confirm and resolve scheduling requirements; entering, verifying, and updating detailed rotation and placement information in One45; maintaining accurate and current One45 schedules; and ensuring that rotation and placement information is consistently reflected in internal program documentation and records.
• Coordinates PGY 2–4 placement information sessions for incoming residents, including coordinating session dates and logistics with program leadership, preparing and communicating placement-related information to residents, responding to resident inquiries, and ensuring that required information is communicated accurately and within established timelines.
• Administers and maintains the General Psychiatry elective catalogue, reviewing elective offerings, requirements, availability, and related information for accuracy and completeness. Identifies outdated, incomplete, or conflicting information and independently follows up with faculty, clinical sites, and program leadership to clarify requirements. Determines and implements required updates to ensure the catalogue reflects current opportunities and program requirements, and communicates changes to residents and relevant stakeholders in a timely manner.
• Coordinates and monitors resident schedules on an ongoing basis, reviewing schedules for accuracy, completeness, conflicts, gaps, and compliance with established rotation and program requirements. Identifies scheduling issues and outstanding information, independently follows up with residents, faculty, clinical sites, and program stakeholders to obtain required information or resolve issues, and coordinates and implements necessary schedule changes. Tracks multiple interdependent deadlines and administrative requirements to ensure scheduling information remains current and accurate and that related administrative processes proceed within required timelines.
• Coordinates and maintains rotation supervisor information in One45, reviewing and updating supervisor assignments to ensure accuracy and alignment with resident rotations. Monitors evaluation requirements and completion, identifies discrepancies or outstanding evaluations, and follows up with residents, supervisors, and program stakeholders to ensure evaluations are accurate and completed within required timelines.
• Coordinates clinical site capacity for PGY2–4 core rotations with Associate Program Directors, Site Directors, and Oversight Directors, gathering and reconciling site capacity information to support accurate resident placements and rotation scheduling.
• Supports the Basic Clinical Year (BCY) administration team with PGY1 placement processes, providing placement coordination, scheduling, and administrative support as required to ensure accurate and timely placement information.
• Troubleshoots and resolves One45 evaluation and scheduling issues, including system issues, rotation entry discrepancies, evaluation problems, and last-minute schedule changes. Investigates issues, determines appropriate corrective action, implements updates where possible, and liaises with the One45 System Support Analyst to resolve issues requiring technical support.
• Coordinates and administers CTwPC teaching payment processes for the General Psychiatry and Subspecialty programs. Compiles, reviews, verifies, calculates, rec