Job Description

Program Coordinator

Primary Purpose: To plan and coordinate educational activities to meet the needs of the Division of Continuing Medical Education, College of Medicine.

Nature of Work: Reporting to the Director, this position supports CME\'s mission to engage with healthcare professionals to enhance health care outcomes by delivering continuing professional learning that is focused on the needs of the patient and their communities. The program coordinator will organize and deliver educational activities, including formalizing content, in collaboration with various stakeholders. The work requires organizing in a complex environment, with continuous planning, and balancing multiple priorities and deadlines, creating event budgets, managing documents for quality control, and extensive public relations and communication. This position requires coordination of event committees and groups, and other stakeholders in a team environment. Quality control, meeting stakeholder needs, and continuous improvement are important aspects. Events include conferences, workshops, customized programming, online courses, and distance learning, and events may be held early morning, weekdays, and occasionally weekends.

Accountabilities:

Planning

• Work closely with the Associate Dean CME, Director, Educational Designers and other staff to plan and implement events, ensuring standards of accreditation are met.
• Plan in-person and virtual events to ensure they meet ongoing needs of physicians and the health care practitioners.
• Develop and implement a marketing plan in collaboration with CME team members.
• Identify and connect with industry and other organizations to attract resources for CME activities.
• Incorporate program evaluation into planning cycle.
• Committee coordination: when applicable, work with the event chairperson, set dates, books rooms, send invitations, create agendas, set up teleconference, take minutes, distribute documents, resources and materials

Implementation

• Event planning activities: Arrange speakers, book venues, facilities and accommodation; transportation, catering, signage, A-V equipment, manage virtual platforms, prepare documents and correspondence.
• Ensure activities are coordinated effectively and efficiently with a focus on learners.
• Work with CME team members and partners to coordinate distance learning and online strategy.
• Oversee the conference registration system and monitor registrations on an on-going basis.
• Ensure participant documentation and records are organized; manage databases that organize and archive information.
• Implement program innovations and improve events as recommended and feasible.
• Act professionally.
• Work with support staff.
• Other duties as required.

Finance and Administration

• Plan, prepare and adhere to budgets for educational events.
• Coordinate event-related Contracts and Agreements.
• Record all purchase requisitions and set up receivables; ensure all A/P and A/R are complete or compiled within a reasonable time frame.
• Ensure CONCUR travel requests are submitted for event related travel.
• Review events and implement recommendations for improvement.

Reporting

• Prepare feedback after courses and events in a manner that contributes to continuous improvement
• Compile and retain evaluation reports from events. Use to determine successes and areas of improvement.
• Monitor financial performance of events through post-event budget comparisons
• Due to the nature of the work schedule, time management will require monthly personal time reports to be submitted to the Director of CME.

Qualifications

Education: A university undergraduate degree is preferred.

Experience: A minimum of three to five years of work experience involving organization of complex situations/programs. An equivalent combination of training and experience may be considered. Experience working in diverse and inclusive environments is required.

Skills: High level of organization with acute attention to detail and accuracy. The ability to schedule and manage multiple priorities. Strong creative thinking and problem-solving skills. Effective written and verbal communication skills, managing numerous strings of communication at one time. The ability to use tact and diplomacy in difficult situations. The ability to work independently and collaboratively, under pressure and in a sometimes fast-paced environment. Supervisory skills, and the ability to organize volunteers. Functional knowledge of Microsoft Office, including Word, Excel, Outlook; Adobe Professional; CONCUR, Unifi, Adobe programs. Proficiency with virtual event platforms (e.g., Zoom, WebEx, Microsoft Teams).

This position is in scope of the Administrative and Supervisory Personnel Association.

Department: Continuing Medical Education
Status: Term 12 months with the possibility of extension
Employment Group: ASPA
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $50,780.00 - 79,344.00 per annum. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Specialist Professional
Salary Phase/Band: Phase 1
Posted Date: 2/22/2024
Closing Date: 3/6/2024 at 6:00 pm CST
Number of Openings: 1
Work Location: May be eligible for hybrid work under the terms of USask\'s Alternative Workspace Guidelines 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