The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

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

Job End Date

Job Summary
The Executive Support Administrator provides administrative leadership for executive function supporting the Associate Dean, Postgraduate Medical Education (PGME), three PGME Assistant Deans, and the Director of Administration, PGME within the Faculty of Medicine. The role is responsible for managing the delivery of administrative services that support PGME leadership priorities and effectiveness through the establishment of service standards, administrative frameworks, and continuous improvement initiatives. This includes responsibility for the planning and successful delivery of formal standing committees, key events, and leadership site visits, as well as providing expert guidance on complex or sensitive issues and meeting requests for the PGME leadership team.

The PGME Office is responsible and accountable for all funding received from the Ministry of Health and for managing and guiding all Postgraduate Royal College and Family Medicine residency programs offered within the Faculty of Medicine at all 23+ sites across the province of British Columbia. Additionally, this position will be required to have regular interaction with the various hospitals, health

authorities, government agencies and partner institutions, both local, national and internationally.

The UBC Faculty of Medicine, through its Office of Postgraduate Medical Education (PGME), provides postgraduate medical training in 76 Royal College and 2 Family Medicine training programs in addition to a growing portfolio of Area of Focused Competence (AFC) Fellowship 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 1500 in 2026

The incumbent must be able to work independently within the complex environment of the Faculty of Medicine PGME Office. This position will be interacting with a variety of faculty and staff in some high stakes or sensitive areas, and must be carry out the role accordingly. As this position will evolve given the various special projects that arise, the incumbent must be comfortable working with ambiguity and change. This position requires thorough knowledge of the activities of the PGME and the Faculty of Medicine, diplomatic persuasiveness, tact, discretion, good judgment, initiative, and the ability to work independently and cooperatively. Consistent with the Faculty's Professional Standards document, the Faculty is committed to the highest level of professionalism in all interactions whether they are emails, letters, or in-person.

The required work is conducted in the Office of Postgraduate Medical Education in the VGH corridor in Vancouver. This position is eligible for hybrid work arrangements.

 
Organizational Status

This position reports to the PGME Infrastructure and Operations Manager. Works closely with the PGME Associate and Assistant Deans and Administrative Director, PGME. Interacts frequently with all staff within the PGME office, Department and Division Heads, Program Directors, Program Staff, Residents and outside agencies such as The College of Physicians and Surgeons of British Columbia, The Ministry of Health, and Resident Doctors of BC.

Work Performed

• Provides administrative leadership for the executive support function serving the PGME Associate Dean, three PGME Assistant Deans, and the PGME Director of Administration, engaging in continuous quality improvement, establishing service standards and administrative frameworks that support leadership effectiveness within their respective portfolios.
• Manages and provides day-today direction to the Administrative Coordinator, PGME, including hiring, training, performance management and termination.
• Provides strategic oversight of leadership scheduling and executive support activities for the PGME Deans and Director of Administration, PGME. Establishes priorities and administrative approaches for managing requests, sensitive matters and emerging issues
• Provides direction to the Administrative Coordination regarding prioritization, escalation and resolution of complex matters. Maintains ongoing consultation with the PGME Deans and Director of Administration, PGME to ensure alignment on scheduling priorities, emerging issues, and time-sensitive matters, and to ensure leadership is fully informed and supported.
• Develops administrative frameworks, standards and practices specific to executive leadership support activities and implements administrative policies, procedures and systems for the PGME Associate Dean, three PGME Assistant Deans, and the PGME Director of Administration; this includes service standards, communication protocols, information management practices, and leadership support processes to ensure consistency and effectiveness
• Provides administrative leadership for implementation of initiatives supporting PGME leadership priorities and collaborates with the PGME Infrastructure and Operations Manager regarding operational impacts and resource considerations. Evaluates administrative implications, identifies implementation requirements and potential risks, and develops recommendations to support effective execution. Establishes administrative priorities, assigns work within the leadership support function, monitors progress toward objectives, and identifies issues requiring escalation or leadership decision-making.
• Manages formal standing committees within the PGME governance structure such as the Postgraduate Medical Education Committee (PGMEC) and other subcommittees. Ensures decisions, actions and outcomes align with leadership priorities and administrative requirements.
• Responsible for and manages a variety of ongoing, annual, and one-time initiatives, events or projects for PGME leadership, this includes: identification, implementation, review and management of all aspects of the project cycle including coordinating activities of project teams, analyzing and evaluating outcomes and providing advice on improvements.
• Acts as the primary administrative resource for leadership support staff on the PGME Deans and Director of Administration’s commitments with respect to significant issues involving priorities, administrative interpretation and resolution of complex or sensitive issues
• Provides leadership for the planning and administration of PGME leadership site visits, engagement activities, and strategic visits across BC. Identifies priorities, assesses implications and directs implementation.
• Manages the PGME resident appeals process by supporting PGME leadership and members of the Appeal Committee while ensuring adherence to Postgraduate Medical Education Trainees Appeal Policy. Ensures procedural compliance, consistency of process administration, and timely identification of issues requiring leadership review or escalation.
• Researches and determines appropriate course of action, referral or response on matters identified by the PGME Deans, Director of Administration, PGME. Provides recommendations and advice to PGME leadership regarding administrative issues requiring interpretation, prioritization or escalation.
• Reviews and synthesizes information to support the decision-making of the PGME Deans and Director of Administration, ensuring information is accurate, comprehensive, and aligned with meeting objectives and leadership priorities. This includes the review of materials for monthly strategic vision meetings with PGME leadership.
• Writes briefing documents, recommendations and confidential correspondence, policies, letters, and other documents for the consideration of PGME leadership. These communications will deal with sensitive matters and must be prepared using the highest level of tact and diplomacy.
• Corresponds with external partners, Program Directors, faculty members, staff, and others in a professional and timely manner on behalf of the PGME Deans, Director of Administration, PGME and the PGME Office by phone, email, and in person.
• Performs other related duties as necessary in keeping with the qualifications and requirements of the job.

Consequence of Error/Judgement
Consistent with the Faculty’s Professional Standards document, the Faculty is committed to the highest level of professionalism in all interactions. This position requires judgment, tact, discretion and initiative to an outstanding degree, especially in handling matters of a non-routine nature requiring the interpretation of University and Faculty guidelines, procedures and policies. The PGME Office routinely deals with sensitive and high priority issues. Tact and discretion in dealing with confidential and sensitive matters is paramount. Errors in judgement with internal and external constituents could have a negative impact on the PGME Office, the Faculty and the University resulting in legal action, negative public relations, financial costs, and loss of credibility.

Work must often meet tight deadlines and requires the incumbent to perform well under pressure, often independently. The incumbent is expected to adapt to unexpected circumstances and apply independent judgment through careful consideration of nuance and context. The incumbent must demonstrate exceptional public relations and interpersonal skills in dealing with high profile members and senior administration of the university community. Inappropriate or errant communications of sensitive issues could have a serious impact on operations and have legal implications.

Supervision Received
Reports to the PGME Infrastructure and Operations Manager. Works independently under broad directions and minimal guidelines. Work is reviewed in terms of effectiveness within established policies and guidelines.

Supervision Given
Manages the activities of CUPE 2950 administrative staff within the PGME Office.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the 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

• Experience supporting senior leadership and managing highly complex calendars, scheduling logistics, and competing leadership priorities is an asset
• Strong leadership skills, with the ability to proactively identify issues, recommend solutions, and