Residency Administrative Assistant (Support 2)

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Administrative Support 2 (Gr3)

Job Title
Residency Administrative Assistant (Support 2)

Department
Postgraduate Medical Education Support | Department of Radiology | Faculty of Medicine

Compensation Range
$4,208.00 - $4,316.00 CAD Monthly

Posting End Date
July 27, 2026

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

Job End Date
February 26, 2027

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.

This is a part-time (60% FTE), 3 days a week, 6-month term appointment.

Job Summary
This position provides general day to day administrative and coordination support to the Radiology Residency Program. This role is responsible for organizing meetings, supporting program logistics, financial support, and maintaining accurate records and documentation. The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced academic environment.

Organizational Status

Reports to the Education Programs Manager who will provide day-to-day direction and assign tasks as required, and may also receive tasks from the Senior Program Assistants. The Administrative Assistant works closely with Education Programs Manager, Senior Program Assistants as required. The position interacts with residents, faculty members, committee members and external stakeholders.

The Radiology Residency Program is located at the Vancouver General Hospital. This position may require the flexibility to work outside regular hours to support meetings or events when needed

Work Performed
Performs routine financial administrative support, including preparing and processing faculty, resident, and contractor payment using UBC systems; submitting requisitions for approval; and tracking expenditures for reconciliation purposes in accordance with established procedures.

· Assists with event planning by identifying suitable venues and coordinating bookings based on predefined requirements (e.g., capacity, accessibility, budget guidelines), escalating exceptions as needed.

· Coordinates event logistics, including arranging catering, room setup, and required materials, ensuring activities are carried out according to approved plans and timelines.

· Schedules and coordinates meetings, including arranging logistics, preparing invitations, confirming attendance, and booking rooms or virtual platforms in accordance with program needs.

· Prepares and distributes agendas and supporting materials using established formats and timelines.

· Attends meetings to record and produce accurate minutes, ensuring clarity and completeness for review and distribution.

· Maintains records of meeting outcomes and tracks action items, following up as directed.

· Prepares and distributes communications such as event invitations and maintains RSVP tracking lists.

· Updates and maintains program calendars, ensuring accuracy of scheduled activities and key dates.

· Organizes, prepares, updates, maintains program files and materials in accordance with established records management practices.

· Reviews documents for completeness, accuracy, and adherence to guidelines before distribution.

· Provides general administrative support, including responding to routine inquiries and redirecting complex matters to appropriate staff.

· Scans and converts paper records into digital formats using standard equipment and procedures.

· Maintains electronic filing systems by organizing and naming files according to established conventions to ensure accessibility and retrieval.

Consequence of Error/Judgement
This position requires a high level of accuracy, organization, and sound judgement. Errors in scheduling meetings could negatively impacting faculty, candidates, and program operations. Inaccurate or incomplete meeting minutes or documentation may lead to miscommunication, loss of critical information, or delays in decision-making.

Errors in event coordination, including budgeting or logistics, may result in financial loss or reputational impact for the program.

Improper handling, organization, or storage of sensitive or confidential information could result in privacy concerns and institutional risk. Careful attention to detail, adherence to procedures, and the exercise of discretion are essential to maintain the smooth functioning and reputation of the Residency Program and the University.

Supervision Received
Work is done, under minimal supervision under the direction of the Education Programs Manager.

Supervision Given
None.

Minimum Qualifications
High School graduation, plus one year of related training, plus two years of related experience, or an 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

Preferred Qualifications

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Familiar with UBC systems and procedures is an asset
• Knowledge of University administrative processes.
• Technologically adept, with a strong comfort level using web-based platforms and technologies for database and scheduling purposes.
• Ability to communicate effectively verbally and writing, in a clear, professional and polite manner.
• Ability to perform word processing at 50 words per minute.
• Ability to take and transcribe accurate meeting minutes.
• Ability to maintain accuracy and attention to detail.
• Demonstrate the ability to manage multiple tasks, prioritize and work effectively under pressure to meet deadlines
• Strong organizational, analytical and interpersonal skills.
• Ability to work both independently and collaboratively within a team environment.
• Ability to demonstrate a commitment to equity and diversity
• Ability to work a flexible schedule including early morning, evening and weekend events as required.

UBC hires on the basis of merit and is committed to employment equity. All qualified persons are encouraged to apply. We especially welcome applications from members of visible minority groups, women, Aboriginal persons, persons with disabilities, persons of minority sexual orientations and gender identities, and others with the skills and knowledge to engage productively with diverse communities. Canadians and permanent residents of Canada will be given priority.