Saskatoon Site, Postgraduate Medical Education, Program Assistant

Saskatoon Site, Postgraduate Medical Education, Program Assistant

Primary Purpose: To provide administrative and clerical support to the Saskatoon Site Director relating to Postgraduate Medical Education (PGME) in the College of Medicine, Department of Family Medicine (DFM).

Nature of Work: Reporting to the Manager, Medical Education and working under the workflow supervision of the Saskatoon Site Director, in coordination with the Saskatoon Program Administrator and with accountability to the DFM Program Director; this position interacts with a wide range of individuals including faculty, trainees, and staff across all training sites. The incumbent is expected to demonstrate strong interpersonal skills and attention to detail, particularly in maintaining accurate records and correspondence.

Work is carried out with general supervision in a fast-paced environment, often involving multiple, conflicting deadlines and frequent interruptions. Staff are expected to work both independently and collaboratively to support the administrative needs of the postgraduate medical education programs. Occasional travel within Saskatchewan and to national events may be required.

Typical Duties and Responsibilities:

Program Administration

• Support the day-to-day administration of the postgraduate program, often acting on behalf of the program with appropriate approval
• Collaborate with the Site Director and take direction from the Program Administrator to ensure all duties align with University, College, and Department policies and procedures, applicable regulations (, CFPC, accreditation standards), and collective agreements (, RDoS)
• Compile reports and program correspondence as required
• Prepare agendas, take meeting minutes, and track action items
• Maintain resident records and documentation efficiently (, One45 and paper files)

Scheduling and Compliance

• In consultation with the Site Director, generate, monitor, and update annual resident schedules
• Ensure all schedules are compliant with CFPC requirements, including electives
• Track and report vacation, sick time, and other absences, facilitating necessary paperwork and approvals
• Coordinate room bookings and manage logistics for academic sessions and educational rounds

Resident Support and Orientation

• Assist with PGY1 orientation and onboarding activities
• Ensure timely dissemination and collection of resident assessments
• Schedule required face-to-face feedback sessions
• Prepare and maintain program calendars and resident manuals

Education and Rotations

• Support implementation of training processes across sites
• Organize and maintain educational rotations to ensure effective delivery of the program
• Work with the Site Director to coordinate academic half-days and other learning events

Recruitment and CaRMS

• Assist with the CaRMS application process, including: Disseminating program information to applicants Coordinating interview schedules Hosting interview day logistics

Technology and Communication

• Liaise and coordinate with WebEx, MS Teams, or other platforms to support program delivery and communication
• Ensure regular and effective communication with residents, faculty, and administrative staff

Collaboration and Cross-Coverage

• Work collaboratively with other resident program administrators to ensure cross-coverage of duties during absences or peak workload periods

Other

• Perform other duties as assigned by the Site Director or Program Administrator in support of the program and department operations

Qualifications

Education: Completion of Grade 12 and a recognized post-secondary business/administrative program. An equivalent combination of education and experience may be considered.

Experience: One to three years of related experience in a University Health Care environment in an administrative role. Knowledge of CFPC Residency Training Programs and experience with One45 software an asset.

Skills: Ability to work independently and collaboratively in a highly confidential team environment with a demonstrated commitment to ongoing program development. 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 recognize and recommend change in program policies/procedures which result in the improved delivery of administration. Exceptional organizational, problem-solving, and decision-making skills. Knowledge of office software including MS Office and Outlook, One45 Software, and other University and Health Authority systems/software.