Job Description

Job Category: Administrative Support
:
This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status.
This position is a part of the Non-Academic Staff Association (NASA).
This position offers a .
Location - This role is in-person at North Campus Edmonton.
The Program Administrator (PA) develops, coordinates, maintains and supports one or more of the accredited residency programs in the Department of Radiology and Diagnostic Imaging . These include the Diagnostic Radiology, Nuclear Medicine and Pediatric Radiology residency programs. The PA provides program-specific support to the Residency Program Director (PD) and other program leadership.. The PA works both independently and within a team structure to administer many detailed complex tasks and projects. The PA is responsible for administering all aspects of the residency program. The PA's major responsibilities relate to assessment, educational activities, committee meetings, accreditation, liaison, public relations and finances.
Responsibilities:
Residency Program Coordination and Support

• Provides administrative support to the PD; Coordinates their calendar for Program-related activities only
• Responsible for the program website (Google Site); creates new pages, updates information as needed, transitions to updated software as required
• Updates and maintains the program calendar with academic sessions, events, and deadlines
• Ensures rotation-specific objectives are current; distributes to residents as required
• Coordinates resident eligibility for registration and participation in meetings, courses, and workshops
• Working with the PGME office, coordinates the completion and distribution of end-of-training certificates for trainees

Scheduling

• Develops draft rotation schedules for home program residents as well as off-service residents rotating within the home program's specialty area
• Maintains, coordinates, and accommodates necessary schedule changes for all residents (including off-service residents)

Curriculum Maintenance

• Utilizes, consults, and supports the med assessment software suite (CBME.med, DASH.med, and DATA.med) and one45 assessment software.
• Prompts resident meetings with Academic Advisors (AAs) and rotation Preceptors
• Supports implementation and maintenance of CBD curriculum

Financial

• Completes and submits Lead Resident stipend information to PGME.
• Completes and submits resident on-call timesheets for payment for each rotation every block to AHS Academic Medicine; ensures on-call regulations are followed.

Recruitment

• Acts as the primary program contact and resource for the Canadian Residency Matching Service (CaRMS).
• Collaborates with the Residency Program Director, RPC, and/or its subcommittees for CaRMS and/or other PGME-approved non-CaRMS candidate selection processes
• Annually updates the CaRMS website with program information, assigns security/access level to file reviewers.
• Attends recruitment events, assists with set-up and coordination of function.
• Distributes candidate applications and interview grading rubric to interviewers; collects and collates interviewer scores; prepares summary of applicants and interviewer scores for selection committee.
• Assembles file reviewers into teams, assigns applicant files to be reviewed, ensures confidentiality agreements are signed.
• Recruits faculty file reviewers and interviewers for the day.
• Recruits resident interviewers and tour guides for the day.
• Coordinates and schedules interviews for candidates (notifies successful applicants of interview, assigns interview time, collects RSVPs for social activities, books meeting and interview rooms, requests catering, etc.).

Examination Coordination

• Coordinates exams for residents
• Develops exam schedules

Committee Meetings

• Provides secretarial support for Residency Program Committee Meetings
• Arranges meeting times, space and ensures invites are sent to all participants
• Arranges teleconferences and video conferences as required

Evaluations

• Administers trainee evaluation process.
• Collects staff evaluations via a web-based system.
• Maintains web-based evaluations by distributing evaluations, monitoring receipts.
• Ensures follow-up on incomplete assessmentsCompiles and analyzes data on resident evaluations of faculty

Accreditation

• Acts as a primary program contact for the accreditation process of internal reviews
• {PGME, University of Alberta) and external reviews by the RCPSC
• Responds and triages requests from the PGME and/or RCPSC
• Ensures RCPSC standards are being met and discussed with the RPC on a regular basi
• Keeps the Program Director apprised of any concerns or issues in meeting the standards of accreditation.
• Maintains accreditation review documentation.

Additional General Administrative Duties

• Composes, types and edits a wide variety of materials including complex and confidential correspondence; administrative, medical and technical correspondence

Qualifications:

• Undergraduate degree in business administration or related field.
• 3-5 years of experience in a medical education and/or academic environment with extensive involvement in post-secondary educational procedures at an administrative level.
• Demonstrated computer proficiency in a Windows environment using Microsoft applications (Word, PowerPoint, Excel).
• Demonstrated advanced experience with Google Apps (Mail, Drive, Docs, Sheets, Sites, Calendar, Meet).
• Familiar with a variety of other electronic platforms and software an asset (e.g. Zoom, Adobe Acrobat, Pro, Campus Solutions/Peoplesoft, One45 Altus Assessments, Cascade, etc.).
• High level of tact and discretion; must be able to maintain absolute confidentiality.
• Demonstrated excellent interpersonal skills with the ability to interact and work with diverse individuals and organizations.
• Excellent editorial and proofreading skills.
• Demonstrated exceptional written and oral communication skills.
• Experience taking minutes.
• Strong accuracy and attention to detail.
• Demonstrated ability to provide strong organizational and planning skills.
• Demonstrated ability to prioritize and manage multiple and diverse tasks under minimal supervision.
• Demonstrated ability to take initiative and exercise sound judgment.
• Demonstrated ability to deal with a complex work environment.
• Demonstrated working knowledge of University of Alberta and PGME-specific policies, procedures, and guidelines.

Application Instructions
Click "Apply Now" to submit your cover letter and resume.
About Us:
The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Metis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.
The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.
Your work will have a meaningful influence on a fascinating cross-section of people - from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. .
At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.
We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.
All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms-physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.
The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Metis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.
L'Universite de l'Alberta s'engage a creer une communaute universitaire ou chaque personne se sent valorisee, ou les obstacles a la reussite sont elimines et ou des connexions enrichissantes peuvent se developper. Nous accueillons les demandes de toutes les personnes qualifiees. Nous encourageons les femmes; Premieres nations, Metis et Inuits; membres des groupes minoritaires visibles; personnes handicapees; personnes ayant une orientation sexuelle ou une identite et une expression sexospecifique; et tous ceux qui peuvent contribuer a la diversification des idees et a l'universite a postuler.
About the Team: The is one of the world's top academic health science centres. With 21 departments, multiple research institutes and centres, and a focus on excellence in education, research, and clinical care, the faculty trains outstanding medical and dental professionals and drives global health innovation in collaboration with partners across sectors.

Skills Required