Program Administrator, Medicine Subspeciality Programs

Program Administrator, Medicine Subspeciality Programs

Primary Purpose: The Program Administrator (PA) for various medicine subspecialty programs at the University of Saskatchewan is responsible for providing high level specialized program support to the Program Directors and the department relating to postgraduate medical education.

Nature of Work: Reporting to the department Finance and Administration Manager (FAM), PGME Manager, to the Program Director, and Associate Dean, PGME, 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, and attention to detail in maintaining records and correspondence. This position will identify priorities, develop workflow strategies and implement them to ensure daily objectives and long- term planning and objectives are achieved. Work performed is complex and is performed independently (with general guidance from the Program Director and/or FAM) by determining program processes and working within accreditation standards and resident collective agreement clauses. The PA will take initiative to establish timelines and priorities to achieve goals and appropriate outcomes. Work will be performed in a fast-paced environment and may be shared with other departmental clerical support staff; collaboration with team members is required to successfully provide program support required by the program/department.

Typical Duties or Accountabilities: The Program Administrator will ensure processes within the Medical Oncology program are adhered to and help to identify recommendations to the program 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 Medical Oncology 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.
• 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 coordination.
• 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, scheduling needs, room bookings and communication of Educational Rounds to support the curriculum that align with the program curriculum. Meeting set up and coordination.
• Ensure timely dissemination, collection, and follow up of resident assessments, Create and maintain resident records efficiently through, Elentra, and paper copies, as necessary.
• Compilation of reports and program correspondence, sometimes on behalf of the Program Director and Residency Program Committee; prepare agendas, minutes and track action items for meetings.
• Coordinate and attend academic events and examinations.
• Develop and generate necessary documents, supporting the accreditation process.
• 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 is involved in sensitive and confidential meetings.
• 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.
• Overall curriculum oversight (Scheduling, tracking and/or facilitating OSCEs, Procedures, SIMs, RaPID, TIPS, AHD, NEJM Exams)
• Assist other team members when necessary.
• Other related duties as assigned.

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

Experience: Minimum of three years of related experience in an academic health care setting, directly supporting trainees is required. Demonstrated ability to work collaboratively in a diverse and inclusive setting is required. A strong working knowledge of Royal College accreditation standards, the RDoS collective agreement, CaRMS (Canadian Resident Matching Service), university policies would be valuable. Familiarity with accreditation processes, along with experience using One45, Elentra, and Concur software is considered an asset.

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, proactive and action-oriented. 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.