Senior Program Assistant, OUGME

Location: hirify.global Hospital Site / Gordon and Leslie Diamond Health Care Centre, Vancouver, BC, Canada. Occasional travel within the Lower Mainland may be required to support UGME events at other hirify.global sites.

Salary: CAD 4,739.00–5,102.00 per month

Company

hirify.global’s Faculty of Medicine provides undergraduate medical education through the Office of Undergraduate Medical Education and its distributed academic and clinical campuses across British Columbia.

What you will do

• Provide confidential administrative and calendar support to the Associate Dean, UGME, and other senior faculty leaders.
• Coordinate meetings, appointments, committee operations, agendas, minutes, terms of reference, reports, action items, and related webpages.
• Prepare confidential correspondence, communications, reports, and annual Student Mistreatment reports.
• Coordinate UGME events, including schedules, communications, room bookings, catering, materials, vendors, equipment, and follow-up.
• Respond to complex inquiries from students, faculty, staff, and other stakeholders while monitoring and triaging shared inboxes.
• Support accreditation activities, faculty recruitment, travel arrangements, financial processing, records management, office supplies, and team leave coverage.

Requirements

• High school graduation and a two-year post-secondary diploma, with at least four years of related experience or an equivalent combination of education and experience.
• Strong calendar management, scheduling conflict resolution, meeting coordination, organizational, communication, and proofreading skills.
• Business English writing skills and experience preparing minutes, correspondence, reports, presentations, and other written materials.
• Intermediate to advanced experience with Microsoft Word, Excel, Access, Outlook, PowerPoint, SharePoint, and Teams.
• Ability to handle confidential and sensitive matters with tact, discretion, sound judgment, initiative, and professionalism.
• Ability to support online and in-person meetings, troubleshoot Zoom and Microsoft Teams, adapt to changing priorities, and travel between local sites as required.

Nice to have

• Knowledge of University and Faculty of Medicine policies, procedures, governance, and administrative systems.
• Experience with online platforms such as Doodle Poll and Qualtrics.
• Experience working across distributed academic or clinical sites.

Culture & Benefits

• Full-time staff position covered by CUPE 2950.
• Collaborative team model with reciprocal coverage during absences, peak workloads, and operational transitions.
• Work supporting diverse students, faculty, staff, and distributed medical education sites.
• Ongoing position with opportunities to support major UGME events and accreditation activities.