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 and Lead Program Administrative Assistant) 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 have 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 lead program administrative assistant 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.
- Maintenance and distribution of call schedules as required. Monthly submission of call stipends for residents.
- 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 educational rounds, 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 and collection of resident assessments, ensuring face to face feedback is scheduled. Create and maintain resident records efficiently through One45 and paper copies, as necessary
- Compilation of reports and program correspondence, sometimes on behalf of the Program Director and Residency Training 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.
- Other related duties as assigned.
Education: Completion of Grade 12 and a recognized post-secondary business administration/administrative assistant program. An equivalent combination of education and experience may be considered.
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. 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 Lindsay Doig at 306-844-1129.
Department: Medicine (Department)
Status: Term 10 months with the possibility of extension or becoming permanent
Employment Group: CUPE 1975
Shift: 8:00 - 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: 9/14/2022
Closing Date: 9/27/2022
Number of Openings: 1
Work Location: On Site
The successful applicant will be required to provide the following current verification(s) where 'Yes' is indicated below. Further information is available at: https://careers.usask.ca/tips-for-applying.php
Criminal Record Check: Not Applicable
Driver's License and Abstract Check: Not Applicable
Education/Credential Verification: Not Applicable
Vulnerable Sector Check: Not Applicable
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