Job Description

Administrative Assistant, Postgraduate Medical Education

Primary Purpose: To provide high level specialized program support to the Program Director and Department relating to Postgraduate Medical Education in the Department of Medicine, Internal Medicine Core Program.

Nature of Work: Reporting to the Finance and Administration Manager, accountable to the Program Director, and Postgraduate Dean, this position interacts with a diverse group of individuals including faculty, trainees, and staff at all sites of training. It is expected that the incumbent will have excellent interpersonal skills, attention to detail in maintaining records and correspondence. This position will develop workflow strategies and priorities and implement them for long term planning and objectives. Work performed is above average in complexity and is performed mostly independently (with general guidance from the Program Director) by determining program processes, working within accreditation standards and collective agreement clauses, and by setting self-discretionary timelines and priorities to achieve goals and appropriate outcomes. The high traffic area is shared with other Departmental clerical support staff working as a team to provide program support required by the Program/Department. It is expected that the incumbent has excellent interpersonal skills, with strong attention to detail in maintaining accurate records and producing timely correspondence.

Typical Duties: The Program Administrative Assistant will ensure processes within the program are adhered to and help to identify recommendations to the program for change in clerical process to enhance the operations of the program. Typical duties may include but are not limited to:

• Responsible for the day-to-day organization of the core internal medicine postgraduate program, sometimes acting on behalf of the program with necessary approval.
• A strong specialized working knowledge of Royal College accreditation standards, the RDoS collective agreement, CaRMS (Canadian Resident Matching Service), PGME (Post Graduate Medical Education) as well as program processes and policies are imperative.
• Gather data and create correspondence on behalf of the Program/Program Director.
• Participate in the implementation of training processes at all sites, including coordination of resident research day.
• Disseminating information to program applicants, updating program information on websites, assisting the Program Director by administering CaRMS processes; interview scheduling, interview day hosting.
• Monitoring, tabulating and reporting of resident vacation/sick/time away from the program.
• Assisting with coordination and hosting resident orientations.
• Generating various schedules.
• Ensuring efficient delivery of, scheduling needs, room bookings and communication of Department Grand Rounds that align with the program curriculum. Virtual meeting set up and coordination.
• Ensure timely dissemination, collection, and follow up of resident assessments, Create and maintain resident records efficiently through One45, Elentra, and paper copies, as necessary.
• Compilation of reports and program correspondence, sometimes on behalf of the Program Director and Residency Program Committee; prepare agendas, minutes and track action items for meetings.
• Coordinate and attend events; schedule examinations.
• Develop and generate necessary documents (accreditation, etc.) and participate in the accreditation process, as necessary.
• Ensure all work is compliant with University and College policies and procedures, applicable regulations (RCPSC) and accreditation standards as well as necessary collective agreements (RDOS).
• This position may be involved in sensitive and confidential issues/meetings related to trainee performance.
• Submission of resident expenses for reimbursement via CONCUR.
• Attendance at regularly scheduled PGME Program Administrative Assistant (PAA) meetings is expected, as well as participation in the PGME PAA mentorship program.
• Travel to National Conferences and local workshops may be required. Distributed site program travel may be required.
• Overall curriculum oversight (Scheduling, tracking and/or facilitating OSCEs, Procedures, SIMs, RaPID, TIPS, AHD, NEJM Exams)
• Schedule and minute Curriculum Committee meetings.
• Other related duties as assigned.

Qualifications
Education: Completion of Grade 12 and a recognized post-secondary business administration/administrative assistant program is required. An equivalent combination of education and experience may be considered.

Experience: One to two years of related experience in a University/Academic Health Care setting is required, additionally previous administrative experience in a post graduate medical education role is required. Experience working and collaborating in a diverse environment is required. Knowledge of Royal College Residency Training Programs, familiarity with accreditation processes, collective agreements, and experience with One45, Elentra, and CONCUR software would be considered an asset.

Skills: Ability to work independently and collaboratively in a highly confidential team environment with a demonstrated commitment to ongoing program development while maintaining attention to detail and accuracy. Coordinating and undertaking multiple projects with competing demands and deadlines while maintaining a high degree of efficiency and accuracy. Exceptional interpersonal and communication skills - both written and verbal. The candidate should be enthusiastic and self-motivated, proactive and action-oriented. Ability to utilize critical thinking in decision making and to recommend change in program policies/procedures which result in the improved delivery of administration. Exceptional organizational, problem-solving and decision-making skills. Strong working knowledge of office software including MS office, Excel, Internet, and E-mail are required.

Inquiries regarding this position can be directed to Nicole Craft at 306-844-1130.

Department: Medicine
Status: Permanent
Employment Group: CUPE 1975
Shift: Mon-Fri, 8:00-4:30
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is 23.35 - 30.61 per hour. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Operational Services
Salary Phase/Band: Salary Band 4
Posted Date: 9/6/2023
Closing Date: 10/4/2023 at 6:00 pm CST
Number of Openings: 1
Work Location: On Campus

The successful applicant will be required to provide the following current verification(s) where \'Yes\' is indicated below. Further information is available at:

Criminal Record Check: Not Applicable
Driver\'s License and Abstract Check: Not Applicable
Education/Credential Verification: Not Applicable
Vulnerable Sector Check: Not Applicable The University is committed to employment equity, diversity, and inclusion, and are proud to support career opportunities for Indigenous peoples to reflect the community we serve. We are dedicated to recruiting individuals who will enrich our work and learning environments. All qualified candidates are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadian citizens and permanent residents will be given priority. We are committed to providing accommodations to those with a disability or medical necessity. If you require an accommodation to participate in the recruitment process, please notify us and we will work together on the accommodation request. We continue to grow our partnerships with Indigenous communities across the province, nationally, and internationally and value the unique perspective that Indigenous employees provide to strengthen these relationships. Verification of Indigenous Membership/Citizenship at the University of Saskatchewan is led and determined by the and Standing Committee in accordance with the processes developed to enact the policy. Successful candidates that assert Indigenous membership/citizenship will be asked to complete the verification process of Indigenous membership/citizenship with documentation. The University of Saskatchewan\'s main campus is situated on Treaty 6 Territory and the Homeland of the M\xc3\xa9tis. We pay our respects to the First Nations and M\xc3\xa9tis ancestors of this place and reaffirm our relationship with one another. Together, we are uplifting Indigenization to a place of prominence at the University of Saskatchewan.

University of Saskatchewan