Senior Program Assistant, CBL Year 2

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Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Sr Program Asst-Med Ed (Gr8) Job Title Senior Program Assistant, CBL Year 2 Department Case Based Learning Support | Medical Undergraduate | Faculty of Medicine Compensation Range $4,739.00 - $5,102.00 CAD Monthly Posting End Date July 13, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date July 1, 2027 This is a leave replacement for a fixed term duration. Please note that this is a 1-year leave replacement role. 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 Description Summary The UBC MD Undergraduate Program (MDUP) is delivered via a distributed program model consisting of four sites across the province, which include the Vancouver Fraser Medical Program (VFMP), the Island Medical Program (IMP), the Northern Medical Program (NMP), and the Southern Medical Program (SMP). This position is responsible for the complex coordination of the Case Based Learning (CBL) program for all four sites in Year 2 of the MD Undergraduate Program, as well as providing tutor and student support for Year 2 CBL at VFMP. In addition, the position provides administrative support to the CBL Team Lead and liaises with MDUP faculty and staff across all four distributed sites to ensure that educational materials are prepared and distributed on schedule and that students and tutors are supported. The multifaceted nature of this position requires that the incumbent provide exceptional prioritization, communication, and judgment to ensure that the needs of all parties (i.e., students, staff and faculty) are appropriately accounted for and communicated. The incumbent works independently with minimal supervision and needs to use initiative, interpretation, and ingenuity to support the smooth delivery of academic teaching sessions and material distribution. A high degree of professionalism and clear communication is required. This position is located at the Gordon and Leslie Diamond Health Care Centre (2775 Laurel Street, Vancouver, BC). The expected hybrid arrangement schedule for this position will be 3 to 4 days per week in-office, depending on peak periods and academic scheduling and subject to operational requirements. Organizational Status This position reports to the CBL Team Lead. The incumbent also works in close coordination with teaching faculty and program staff at the IMP, NMP, and SMP, and collaborates with other administrative staff at VFMP. Work Performed Administrative Program Support: Assists with the planning, scheduling, and coordination of the Year 2 CBL program in collaboration with the CBL Team Lead, Course Directors, Program Leads, and other program staff, including preparing documentation, managing learning materials, corresponding with faculty and students, supporting meetings, and responding to ad hoc requests. Coordinates the posting and archiving of CBL learning materials and student groups to Elentra, ensuring quality control and the correct timed release for each posting. Prepares physical copies of learning materials and tutor packages for CBL tutors. Maintains tutor and student information in database software, SharePoint, UBC mailing lists, and other records. Generates the Year 2 CBL student groupings and bio sheets and assigns tutors to groups for each cluster using database software. Distributes CBL learning materials to appropriate student groups, tutors, and program staff, as required. Assists the CBL Team Lead and Program Leads in the recruitment of tutors, including identifying potential tutors, flagging conflicts, gathering applicant data, and maintaining relevant spreadsheets with accurate information on tutors and scheduling. Supports the Assessment and Examination team with student and tutor assessments by providing CBL groups for each cluster and ensuring that tutors complete student assessments on time. Generates and administers all email listservs relating to the Year 2 CBL program. Organizes Year 2 CBL tutor meetings for all sites, including room bookings, calendar invitations, and preparation of course materials. Attends all Year 2 CBL tutor meetings as the primary support for Course Directors, Week Leads, and tutors, and assists the CBL Team Lead with duties related to these meetings. Liaises with program staff at the IMP, NMP, and SMP for all program-related logistics. Regularly stocks the CBL rooms located at Diamond Health Care Centre (DHCC) with supplies and materials, ensuring an inventory of all supplies is maintained. Organizes and maintains all files relating to Year 2 CBL, including updating program information for each new acade

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