Senior Program Assistant, Placements and Subspecialty Programs (Psychiatry)

Location: hirify.global Hospital Site and Diamond Health Care Center at Vancouver General Hospital, Vancouver, BC, Canada. The role supports distributed program administration across the province and may require travel and flexible hours, including occasional early mornings, evenings, or weekends.

Salary: $5,027.00–$5,413.00 CAD monthly.

Company

hirify.global is a university institution whose Department of Psychiatry provides medical education and postgraduate residency programs within the Faculty of Medicine.

What you will do

• Coordinate placement and rotation processes for approximately 145 General Psychiatry residents and 20 Subspecialty residents across multiple PGY levels, clinical sites, supervisors, electives, and program requirements.
• Maintain and verify schedules, resident placement information, supervisor assignments, evaluations, and related records in One45 and internal systems.
• Coordinate placement information sessions, site-capacity planning, PGY1–4 placement activities, elective catalogue updates, and responses to scheduling issues.
• Administer CTwPC teaching payments through TTPS, including compiling, verifying, calculating, reconciling, tracking, and resolving payment discrepancies and inquiries.
• Support Subspecialty Program administration, academic sessions, virtual meetings, events, CaRMS placement activities, Elentra content, reporting, accreditation documentation, and program records.
• Prepare meeting agendas and minutes, maintain procedures and documentation, respond to stakeholder inquiries, and provide administrative coverage and staff training as required.

Requirements

• High school graduation plus a two-year post-secondary diploma and four years of related experience, or an equivalent combination of education and experience.
• Willingness to respect diverse perspectives, including perspectives that conflict with one's own.
• Commitment to improving awareness, knowledge, and skills related to equity, diversity, and inclusion.

Nice to have

• Experience with university administration, preferably at hirify.global; postgraduate training, Faculty of Medicine, or residency-training policies and procedures is preferred or an asset.
• Experience with scheduling, event coordination, financial reimbursement requests, invoice review, and issue resolution.
• Excellent organization, process improvement, judgment, decision-making, communication, time management, prioritization, multitasking, and deadline-management skills.
• Strong interpersonal, customer service, confidentiality, tact, discretion, adaptability, and teamwork skills, with the ability to work independently and under pressure.
• Ability to type 60 words per minute, operate standard office equipment, and take and transcribe accurate meeting minutes.
• Strong software skills, ability to learn new software, and intermediate proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• High-level experience running Zoom meetings and breakout sessions, providing Zoom guidance and troubleshooting, and creating Qualtrics surveys.
• Experience with Entrada, One45, and Resident Management System (RMS).

Culture & Benefits

• Full-time salaried staff position within the CUPE 2950 union classification.
• Ongoing position supporting a diverse and distributed medical education environment across British Columbia.
• Flexible work hours may be required to meet program timelines and operational needs.
• Work involves collaboration with residents, faculty, site directors, hospital personnel, program staff, and Faculty of Medicine colleagues.