Senior Program Assistant, OUGME
On-site · Vancouver, British Columbia, Canada
Job Summary
Senior Program Assistant (SPA) in the Office of Undergraduate Medical Education provides confidential administrative and coordination support to the UGME portfolio, including calendaring for 3-4 faculty leaders, scheduling large group and committee meetings, secretarial and committee support, and maintaining communications and documentation. The role involves preparing agenda and minutes, drafting correspondence and reports, supporting accreditation and HR processes, coordinating UGME events, maintaining electronic information systems, responding to inquiries, managing inboxes, and ensuring confidentiality. Work may occur in-person or remotely for meetings, with occasional travel within the Lower Mainland; based out of GLDHCC (UBC Hospital Site, Vancouver, BC). Reports to the Manager, OUGME, and collaborates across distributed sites, with supervision and training responsibilities for new staff or students as needed.
Required Qualifications
- High School graduation and two-year post-secondary diploma
- Minimum four years of related experience, or the equivalent combination of education and experience
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
- Strong experience with electronic calendar maintenance, reconciliation of scheduling conflicts, and meeting coordination
- Strong communication skills verbally and in writing
- Strong organizational skills with ability to maintain accuracy and attention to detail
- Strong experience with transcribing meeting minutes, composing and editing correspondences, reports, presentations, and other written materials using clear concise business English
- Intermediate to advanced level computer experience required (Microsoft Office programs including Word, Excel, Access, Outlook, Powerpoint, Sharepoint, Teams)
- Ability to adapt to changing priorities, set work priorities, work under pressure and meet deadlines
- Ability to take initiative, work independently, but also function collegially within a close teamworking environment
- Ability to work in a confidential environment, exercise diplomacy, tact, discretion, sound judgement and reliability
- Strong interpersonal skills with ability to work with a diverse group of individuals in all levels of the organization
- Ability to analyze and problem solve with minimal guidance, learn and adapt to new processes and systems
- Intuitive knowledge to operate modern online platforms effectively (Doodle Poll, Qualtrics, etc)
- Experience supporting meetings (both online and in person)
- Ability to provide guidance and training to individuals on use of virtual meeting platforms (Zoom, MS Teams) and help troubleshoot issues as needed
- Knowledge of University and Faculty of Medicine policies, procedures, governance and administrative systems an asset
- Ability to travel between local sites as required
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