Senior Program Assistant, Mandated Resident Housing

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

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Job Description Summary

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.

The UBC Faculty of Medicine through its Office of Postgraduate Medical Education (PGME) provides postgraduate medical training in 74 Royal College and 2 Family Medicine training programs. The programs span multiple training sites and are distributed to clinical academic campuses and affiliated regional centers across the province. To accommodate the government funded increase in MD undergraduate graduates the PGME program has been increasing the number of residents accepted into its programs. Since 2003 the number of residents has grown from 700 to more than 1450 in 2024.

In support of residents completing distributed training across the Province PGME has arranged for leased housing units at training sites throughout the province for residents use during mandated rotations that are located at a distance from their home program location. As the PGME program has grown and become more distributed throughout the province the demand for housing has significantly increased.

The Program Assistant Mandated Resident Housing is responsible for providing support to the Mandated Housing Portfolio across British Columbia in accordance with PGME policies and procedure and in compliance with the Residents Collective Agreement. This role is responsible for supporting and coordinating a large number of ongoing rental agreements as well as arranging for temporary housing requests as required.

Organizational Status

This position reports directly to the Resident Agreement Manager and is expected to work independently with a minimal level of supervision. This position also takes direction from the Senior Manager Learner Support PGME. This position deals with sensitive restricted and confidential matters.

Work Performed
1. Coordinates and supports the PGME Mandated Housing resident allocation process including creating a complex housing schedule to ensure the efficient and effective use of housing resources in the Lower Mainland Vancouver Island and the Interior as per PGME policy. Coordinates changes and updates throughout the year.
2. Identifies potential or actual problems investigates causes and resolves as required.

3. Implementing policies and procedures relating to mandated travel and housing expenditure whilst ensuring compliance to these policies and procedures and exercising judgment in overseeing this process.

4. Escalating any complex cases that are outside of the stated PGME housing policies and procedures and Residents Collective Agreement to the Resident Agreement Manager.
5. Determines the number of annual rental tenancy agreements needed and provides recommendations to PGME Senior Leadership. Conducts research for appropriate rental options and coordinates additional housing when required. Ensures Resident Housing fulfills the requirements outlined by the Residents Collective Agreement between Health Employers Association of BC (HEABC) and Resident Doctors of BC.
6. Drafts and prepares all rental tenancy agreements on behalf of PGME totaling over $annually. This includes confirming necessary details on the rental agreements collecting appropriate signatories and ensuring appropriate addendums such as cleaning and key pickup.
7. Administers the distribution of housing placement information to program staff residents and landlords/property managers to ensure placement information is provided to all stakeholders in advance of a rotation.
8. Provides input and recommendation into PGME policies and future housing needs and drafts proposals as required in consultation with the Resident Agreement Manager.

9. Responsible for managing the submissions of invoices via UBC Workday to process rental payments for all PGME housing lease agreements.
10. Gathers resident feedback on housing experiences to further inform future decisions within the PGME Mandated Housing portfolio

11. Responsible for the tracking and reimbursement of the Resident Mandated Travel and Housing Reimbursements for approximately 1450 medical residents whilst:

12. Ensures timely reimbursements and effective systems for processing

13. Ensures the content for the portfolio on the PGME website is up-to-date.

14. Assists with special projects as assigned.
15. Maintains and updates a Procedures Manual for the position.
16. Provides cross-coverage support for the Resident Agreement portfolio during absences.

17. Provides cross-coverage support to colleagues during absences
18. Performs other duties as necessary in keeping the qualifications and requirements of this position.

Consequence of Error/Judgement
Must be able to work independently and set priorities. Errors in judgement and communication may compromise the resident rotation and clinic schedules with a negative impact on the Postgraduate Dean s Office and the University. This position deals with information of a confidential and sensitive nature. The incumbent must work with tact and discretion and with confidentiality concerning resident records and personal information.

Supervision Received
This position reports directly to the Resident Agreement Manager.

Supervision Given
None.

Minimum Qualifications
High School graduation plus two-year post-secondary diploma plus four years of related experience or an equivalent combination of education and experience.

- Willingness to respect diverse perspectives including perspectives in conflict with ones own
- Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion

Preferred Qualifications

Knowledge regarding communities within the Interior of BC is an asset.

An understanding of the university and health authority environments and culture is an asset. Ability to function effectively within a changing environment.
Strong attention to detail and accuracy.
Comfortable learning new technologies.
Ability to problem solve and apply discretion to determine best course of action and follow through independently.
Effective oral and written communication.
Demonstrated ability to establish and maintain supportive working relationships.
Proven ability to develop and implement strategies to meet the needs of clients.
Proven ability to work in a team and collaborate with others.
Knowledge of file and records classification systems and processes is preferred.
Ability to type 60 wpm and to operate a normal range of office equipment.
Effective computer skills.