Sr. Program Assistant

Job Title:

Sr. Program Assistant Department:
Postgraduate Medical Education Support | Department of Medicine | Faculty of Medicine Compensation Range: $4,739.00 - $5,102.00 CAD Monthly Posting End Date:
January 18, 2026

Applications will be accepted until 11:59 PM on the Posting End Date. The position provides administrative support for the Postgraduate Education Program in the Department of Medicine at the Vancouver General Hospital Site. The Internal Medicine Training Program is the largest centralized program in the Faculty of Medicine with 50+ new positions available each year making this program the second largest in the country.

With the ongoing expansion of the medical school into distributed sites within the province the program will continue to increase in size.

The position reports directly to the Vancouver Postgraduate Program Manager and is supervised by the Program Coordinator. The position interacts with Faculty, Residents and the Faculty of Medicine Postgraduate Deans' Office. The position liaises with physicians in the communities and distributed sites as well as interacts with various private accommodation facilities.

• Responsible for Web Eval, overseeing 3,260+ resident ITERs and 5,500+ evaluations of Faculty/Services, assisting external staff with edits, keeping system links current, troubleshooting issues, and informing the Program Coordinator, Manager, and Associate Program Director of any low-performance evaluations.
• Works with the Program Director on maintenance and updating of rotation objectives and rotation specific ITERs.
• Organizes annual Lead Resident applications and facilitates the final decision-making process in appointing six new Lead Medical Residents yearly.
• Compiling and creating reports as necessary.
• Assists in the Annual Resident Administrative Orientation, agenda development, meets with residents and advises them as needed.
• Manages the maintenance and updating of assigned sections of the Entrada website.
• Assists with preparing documentation for Royal College on-site surveys and internal reviews, and organizes on-site visit arrangements as needed.
• Acting as a resource for the program and answers all program related questions.

• Coordinates all aspects of the PGY-1 The Canadian Resident Matching Service (CaRMS) interviews, including monitoring electronic applicant files, managing and implementing the web-based Interview Administration System, assisting with short-listing of approximately 750 applicants, compiling marks, booking Zoom sessions, and arranging roughly 450 interviews over a three-week period.
• Oversees annual Visa Trainee interviews to ensure eligibility criteria are met and liaises with the Postgraduate Medical Education office to facilitate offers and manage any process changes.
• Coordinates monthly Residency Training Committee (RTC) and Residency Program Committee (RPC) meetings, including preparing agendas, communicating with committee members, attending early-morning meetings, taking and transcribing minutes, and managing annual resident representative appointments.
• Coordinates quarterly Clinical Teaching Unit (CTU) Director meetings, including preparing agendas, communicating with committee members, attending meetings, and transcribing minutes.
• Organizes all aspects of the annual Resident Research Day, including creating and developing the program, collecting abstracts and presentations, coordinating adjudicators, booking the venue, arranging catering and technical support, and tracking the budget.
• Attends and assists as required at all academic resident events including the ACP exam, Annual Whistler Conference, Annual Resident BBQ, and other events as necessary.

• Assists residents with various letters, including PGY level confirmations, bank or salary letters, Out-of-Province elective letters, and other documentation as needed.
• Assists the Program Director and residents with the preparation and processing of paperwork for hospital reference checks, credentialing, and clinical associate licensing.
• Distribution of End of Training Certificates annually.
• Distributes communications from the…