Job Description

Integrated Program Scheduler

Primary Purpose: The Department of Academic Family Medicine is a large complex provincially distributed medical education program in the College of Medicine at the University of Saskatchewan and is dedicated to excellence in patient care, teaching and learning, research, and administration. The Integrated Program Scheduler supports the post graduate program and curriculum scheduling, the Family Medicine Unit clinic scheduling, and other clerical processes within the Department of Academic Family Medicine.

Nature of Work: Located in Regina, SK and reporting to the manager, medical education, the position takes direction from the Regina residency site director and family medicine unit director, while working closely with the office coordinator and clinic coordinator. This position has the primary responsibility for maintaining and coordinating schedules for residents through scheduling portion of the Division's electronic record system as well as other communication tools. Professional working relationships must be established and maintained with a diverse group including students, residents, faculty, staff, health authority personnel and various other stakeholders throughout the province The work also requires a proactive self-directed approach in a complex, academic and clinical environment with the ability to work and communicate effectively and cooperatively, by a variety of methods. Work must consistently meet high standards of quality and precision. The department is led through a distributed model with sites throughout the province; as such, this requires the ability to work effectively at a distance and occasional travel throughout the province.

Typical Duties or Accountabilities:

• Establish and maintain daily resident schedules and coordinate schedule details by entering relevant information in the Electronic Medical Records (EMR), One45, excel spreadsheets, and word documents; schedule time orientation and MOA meetings for residents,
• Ensure residents are being direct viewed, through the resident observation system
• Schedule evaluation meetings for each residents during their blocked time at appropriate assessment intervals; support evaluation meeting for residents; distribute to faculty, the meeting minutes, statistics, reports and all progress for each resident.
• Schedule resident periodic review meeting with faculty advisors; generate reports, statistics, update binders, email to residents and faculty, ensure all documents are finalized as appropriate
• Scheduling integrated activities while on block time for residents and learners, for Geriatrics including senior house call clinics, Women's Health, Psychiatry, Musculoskeletal including the booking of SIM labs, and physical exams, cast clinics, and physio clinics, Underserviced and Vulnerable at other community clinics including addictions assignments, Mental Health rounds, problem based small group learning, international normalized ration and prescription, in patients schedule and orientations, Detox Clinic, Dermatology, Chronic Disease Care, Family Medicine Unit procedure clinics, and Breakfast clubs
• Schedule self-directed half days & research days and while maintaining learners' clinic schedules
• Schedule and maintain academic presentations to be done by residents while on blocked time during Monday, Tuesday, and Friday morning rounds
• Coordinate and communicate with both preceptors and residents for the family rotations: Palliative Care, Hospital Medicine
• Help coordinate resident electives, selectives and community placements with preceptors
• Liaise with Regina College of Medicine staff responsible for resident scheduling
• Provide central support relating to Regina residents for rural rotations, coordinate leave requests for preceptors and schedule interim and exit meetings with faculty advisors, , preceptors and residents
• Coordinate resident leave requests by following established policy and procedures
• Support the annual CaRMS process, assist with annual resident recruitment and orientation activities as needed
• Coordinate the Family Medicine Call schedule; working with the chief residents, gather leave information for blocked time learners, residents on obstetrics rotation and combine information for the chief residents, and distribute to faculty, residents, MOAs, switchboard, labour and delivery, and Hillsdale medical clinic.
• Provide administrative support of the behavioral medicine coordinator, including SOO schedules, schedule BMed tapings and meetings, and relevant record keeping
• Provide back up for videoconferencing activities including IT support for Academic Half Day, up-keep of videoconference schedule, conference room booking, and liaise with RQHR information technology as required
• Maintain Daily Family Medicine teaching schedule for residents, clerks and faculty
• Ensure clinic maintains appropriate balance between faculty and residents for each half day
• Provide temporary administrative support for hospital rotation as back up to the existing staff as required
• Support site director as required
• Other duties as assigned.

Qualifications:

Education: Successful completion of a certified business or administrative program. An equivalent combination of relevant training and experience may be considered.

Experience: Candidate must have a minimum of three to five years' working in a fast-paced complex office environment, experience coordinating residents scheduling and supporting resident evaluation in a residency training program would be an asset. Experience working in diverse and inclusive environments is required. Knowledge of the University of Saskatchewan and Saskatchewan Health Authority rules, regulations and procedures would be an asset. Demonstrated experience working in EMR Med Access and One45 would be an asset. Skills: A high level of performance competencies in the areas of personal effectiveness and collaborative relationship-building, results orientated and communication in a sensitive and confidential environment. Demonstrated ability to manage and prioritize multiple tasks; adapt to a changing environment; and perform multiple projects and tasks with numerous competing demands and tight deadlines while paying attention to detail and maintaining a high degree of accuracy. Work is performed independently and collaboratively within a team environment. Effective organizational, interpersonal, communication (both verbal and written) and organizational skills; basic accounting skills; ability to handle interactions and effective exercising of judgment with tact, diplomacy, discretion, confidentiality, and cultural sensitivity, including the ability to communicate effectively with individuals from various cultural backgrounds; self-motivated with strong creative thinking, the ability to follow direction and at the same time exercise initiative when required; excellent problem solving and analysis skills; personal and professional integrity and a general knowledge of basic office procedures. Proven proficiency in computer applications including word processing, spreadsheets and databases (i.e. Microsoft Office) are essential. Knowledge of University of Saskatchewan and Saskatchewan Health Authority software would be a benefit. Confidence in ability to learn and use new technology is essential.

Inquiries regarding this position can be directed to Eric Schwenger, Manager Medical. Education, eric.schwenger@usask.ca

Department: Family Medicine (Regina)
Status: Permanent
Employment Group: CUPE 1975
Shift: mon-fri 8-4:30
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $23.12 - 30.31 per hour. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Operational Administrative
Salary Phase/Band: Phase 4
Posted Date: 10/4/2022
Closing Date: 9/5/2022
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

Please review the University of Saskatchewan's for faculty, staff and students in consideration of the COVID-19 pandemic.

The University believes equity, diversity, and inclusion strengthen the community and enhance excellence, innovation and creativity. 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 in order to participate in the recruitment process, please notify us and we will work together on the accommodation request. The University of Saskatchewan's main campus is situated on Treaty 6 Territory and the Homeland of the Metis. We pay our respects to the First Nations and Metis 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.