Job Description

Position Overview The Cumming School of Medicine is currently seeking a Full-time Regular Residency Program Coordinator. Reporting to the Manager, Administrative Services Department, Cumming School of Medicine and working closely with other staff members within the Administrative Services Department Team, this position will provide executive support to the Director of the Cardiology Residency Training Program. There is potential for this position to float between offices at Faculty(s)/Administrative Department(s) locations, ensuring visibility and accessibility to clients. Most work is conducted during business hours, though there may be a need to adjust work schedules and implement flexible work hours to meet multiple demands and pressures on a regular basis, some availability outside of work hours for consultation is probable. This position also acts as Program Coordinator for the Canadian Resident Matching Service, which has a peak activity time of August to November, yearly. Administratively coordinates three-year residency program while assisting residents rotating through other programs locally, provincially, and nationally (Internal Medicine, Cardiology, Family Medicine, Anesthesia etc.). The Administrative Assistant to the Program Director is the primary administrative and resource contact for the faculty members within the specified program. The incumbent will handle constant, multiple, shifting priorities while working within the framework of the University of Calgary policies and procedures, as well as regulations of the College of Physicians and Surgeons of Alberta and Alberta Health Services. While providing exceptional customer service and administrative skills, you will often be called upon to exercise judgment within these established guidelines. There are periods of high volume with varying complexity with strict deadlines. This is an extremely fast-paced position, this role offers a challenging work environment featuring high volumes and variety of work with constant interruptions and strict deadlines i.e.: grant applications and academic annual reports. Position Description Summary of Key Responsibilities (job functions include but are not limited to):

• Administrative Support
  • First point of contact for the Program Director and other faculty members if assigned, screens requests and provides information and guidance to staff and the general public; demonstrating discretion and good judgment in dealing with sensitive issues
  • Responsible for drafting routine correspondence, administrative and teaching materials, grant proposals, manuscripts, and other related documents
  • Reviews, tracks, and organizes incoming/outgoing correspondence to identify priority items and respond to requests in a timely manner
  • Develops and maintains strong relationships with internal and external stakeholders in a courteous and professional manner to facilitate the achievement of Program goals and objectives
  • Takes notes and transcribes minutes; ensures follow-up on action items
  • Deals with multiple, shifting priorities and ensures that deadlines and commitments are kept
  • Manages requests for information efficiently, demonstrating strong judgment and discretion on confidential issues
  • Establish and maintain effective and diplomatic working and communication relationships, internally and externally with all Cardiology Residency Training Program stakeholders
  • Provide support to Residents and Administrators in the University and the Alberta Health Services by interpreting PGME policies and procedures advising on context and implications
  • Coordinate requirements for external accreditation by the Royal college of Physicians and Surgeons of Canada and internal review by the University of Calgary
• Budget and Expenditure Monitoring
  • Monitors the Program budget and/or research accounts through EFin and prepares reports and expenditure authorizations for the Division Director for approval, providing clarification on commitment and budget projections
  • Oversees timely and accurate processing of Accounts Payable activities related to Division Funds/research accounts
  • Reviews invoices for completeness and accuracy
  • Prepares expense claims ensuring financial policies and procedures are adhered to
  • Processes payments related to procurement card expenditures and supply purchases
• Event Planning
  • Exercise sound judgment and personal decision-making within the University guidelines
  • Meet with external stakeholders and/or organizing committees to plan the scope and format of event(s)
  • Facilitate in securing the appropriate venue for the event
  • Coordinate all services for the event, such as invitation/RSVP processes, accommodation and transportation for participants, catering, and audio-visual equipment
  • Organize registration of participants, prepare programs and promotional materials for the Resident Retreat and conference
  • Establish and monitor budgets, reconcile expenses to budget and maintain financial records
• Calendar/Scheduling
  • Manages, organizes, and coordinates day to day work routine of the Program Director, including scheduling all meetings and appointments with academic and non-academic staff and with the business community using MS Outlook calendar program; screens meeting requests, re-directs requests where appropriate and prioritizes meetings
  • Prepares meeting packages for the Program Director ensuring background related material is available, sends out meeting agendas
  • Communicates extensively with other offices/ key stakeholders to request and distribute information and schedule meetings
  • Creates and implements multiple rounds schedules, division meeting schedules, seminars, and conferences
• Record and File Management
  • Establish and maintain working files for the Program Director
  • Maintain an effective filing and record system, from creation through to archives; this involves the accurate and timely filing of confidential documents for easy retrieval, ensuring adherence to FOIP at all times

Qualifications / Requirements:

• Completion of at least a level of education equal to a business administration certificate or diploma, or an equivalent combination of education and experience
• Previous work experience in an Executive Assistant role would be beneficial. Advanced interpersonal, organizational, and time management skills with the ability to set priorities and meet constant, shifting deadlines
• Ability to work independently, exercising initiative and good judgment
• Proven ability to work as part of a team and be flexible to meet the multiple demands of the role
• Advanced computers skills, specifically with Microsoft Office Suite, and experience using the Internet, on-line calendar, and email systems. Experience with University Business systems, specifically PeopleSoft would be an asset
• Strong knowledge of medical terminology and procedures would be considered an asset
• Understanding of the University environment would be an asset

Application Deadline: August 19, 2022 We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted. Additional Information This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase III. To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website. For more information visit Careers in the Cumming School of Medicine. The University strongly recommends all faculty and staff are fully vaccinated against COVID-19. About the University of Calgary The University of Calgary is Canada's leading next-generation university - a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation's most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada's top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca. The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do. As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca). We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.