Educational Office Assistant - OA4 (AESES)

Job OpeningaLocation :Expected Start Date :Full Time :Permanent :Posting End Date :Job Description :Subspeciality Education Assitant- Office Assistant 4 (AESES)Existing Budget-Funded Continuing Full-Time 35.00 hours/week Monday to Friday 8:00 am to 4:00 pmSalary Range: $24.27 - $33.05 per hour ($44,171.40 - $60,151.00 per annum)Proposed Start Date: June 24, 2024Trial/Probation Period: 840.00 work hours For more information, please contact:Debbie YoungCE208 - 840 Sherbrook Street204-787-8695 or dyoung4@ :ADMINISTRATIVE SUPPORT AND ORGANIZATION OF EDUCATION PROGRAM - Allergy: - Provides support to the Program Director of the Education Program and assists Central PGME as appropriate.- Assists and supports the coordination and organization of education programs.- Supports the equitable movement of all Resident trainees following approved policies and procedures.- Prepares reports and meeting materials.- Prepares paperwork for education travel grants.- Participates in preparation of submissions for payment.- Maintains familiarity with schedule to assist with timely completion tasks.- Assists with recruitment of trainees and coordination of trainee application.- Assists in the administration of the recruitment, selection process, transitioning and provides assistance to Education Resident trainees.- Coordinates the annual CaRMS Pediatrics Resident match.- Updates relevant systems as they pertain to the education programs.- Ensures appropriate routing of inquiries.- Schedules and arranges necessary meetings and interviews.- Coordinates and confirms funding arrangements.- Assists with coordination of Assessment evaluation process (trainees and faculty). - Inputs all postgraduate trainee schedules into the online curriculum management system. - Maintains Resident files, including completed assessments, exams and other pertinent training information.- Responsible for the send out of all assessments on the online curriculum management system.- Monitors the low performance flags and first point of contact for technical issues and training.- Ensures accessibility to all resident information for review by both program director and competence committee members. - Evaluates educational sessions and rotations. - Performs other duties as assigned. ADMINISTRATIVE ACTIVITIES FOR PICU AND PSCU:- Responsible for efficient administrative and secretarial support to all medical staff and residents within the section.- Coordinates scheduling for Pediatric Intensivists, medical staff, residents and fellows, including on-call services and submits requisitions for payment based on call schedules.- Provides support for the academic activities in the section.- Schedules meetings and takes minutes as required.- Monitors research budgets as reported to prevent overspending.- Organizes and supervises the maintenance of records and teaching materials for UGME and PGME students related to the Section.- Organizes and delegates the production of grant applications, manuscripts, committee reports, lengthy medical reports and storage and analysis of statistical data for the section.- Provides administrative support for evaluations related to Residents/Fellows who rotate through the :MINIMUM FORMAL EDUCATION/TRAINING REQUIRED:- Completion of a formal training program in a related discipline from a recognized institution is required.- General administrative courses and basic accounting knowledge would be preferred. EXPERIENCE:- Three years of directly related experience in a medical education setting (or equivalent background) is required. - Experience working with medical trainees is preferred. - Must have related office experience.- An acceptable equivalent combination of education and experience may be considered. SKILLS AND ABILITIES: - Proficiency using MS Office Suite is required. - Familiarity with software in use at U of M is preferred. - Typing speed of 55wpm is required. - Must have a basic knowledge of general office practices with the ability to organize and prioritize standard secretarial, reception, bookkeeping and clerical functions. - Must have effective verbal and written communications skills. - Excellent communication, professionalism, organizational and interpersonal skills are required.- Ability to establish and maintain effective working relationship with staff, students and the public, ability to understand student problems, is required. - Ability to work independently with minimal direction is required. - Must be highly organized and motivated. - A general knowledge of University and Health Sciences Centre policies, regulation, programs and procedures is preferred. - A general knowledge of issues that may affect the care of children would be an asset.- Satisfactory work record, including satisfactory attendance and punctuality, is required.