Program Administrator-Office Assistant 5 (AESES)

Job OpeningaLocation :Expected Start Date :Full Time :Permanent :Posting End Date :Job Description :Program Administrator-Office Assistant 5 (AESES)New Budget-Funded Continuing Full-Time 35.00 hours/week Monday to Friday 8:00 am to 4:00 pmSalary Range: $26.16 - $35.78 per hour ($47,611.20 - $65,119.60 per annum)Proposed Start Date: June 24, 2024Trial/Probation Period: 840.00 work hours Hiring for two individuals. For more information, please contact:Shalene Rochonsrochon3@ :- Assists in all matters related to the appointment, reappointment, and termination of new trainees and organizes and verifies all vacation, conference, and other leave requests.- Responsible for managing all aspects of the recruitment and orientation of trainees, including the Canadian Residency Matching Service (CaRMS) process for the programs. Collates information from interviews, and prepares rank list, and submits rank list(s). - Maintains position description on CaRMS website & University website(s). - Responsible for the creation, updating and conflict resolution, of the entire master rotation schedule and managing the scheduling assignments of Medical Residents to major affiliated teaching sites. - Liaises and negotiates independently with faculty, UofM clinical departments, hospital personnel, and residents regarding policies, rotations, and schedules. - Independently manages and resolves any unusual scheduling issues as warranted. Responsible for managing the assignment and coordination of resident rotations from other clinical departments (both internal to UofM and external to UofM).- Responsible for ensuring online training schedules are up-to-date and posted accordingly using ENTRADA PGME Software, including inputting rotation allocations. - Prepares materials for & sets up meetings for resident evaluations, Royal College forms, and others as needed, for the Program Director to complete.- Independent organization and coordination of events related to academic activities (Academic Day Lectures, OSCE exams, lab sessions, Journal Club and Annual Research Day). - Coordinates scheduling and assignment of topics/instructors for academic half day schedules, section rounds, regularly scheduled series programs, including obtaining initial and ongoing approval for RCPSC Maintenance of certification, preparing rounds notices, attendance management and annual reporting & assessment, (using ENTRADA). Responsible for planning and delivery of curriculum events as required. - Ensures that evaluations are completed on a timely basis and that any problems are brought to the appropriate program directors. - Delivers the orientation and invigilation of educational exams, both oral and written and web-based. - Responsible for the organization of regularly scheduled Residency/Fellowship Training Committee (RTC) meetings including agendas, communication with committee, taking and transcribing minutes, following up on action items with the Program Director, and provides input into related areas as needed. - Responsible for organization of regularly scheduled CBD Competence Committee meetings and administration of regularly scheduled department meetings. - Maintains close liaison with the PGME office. - Responsible for ensuring that any applicable policies are followed.- Performs other related duties as required or :MINIMUM FORMAL EDUCATION/TRAINING:- Completion of formal training program in a related discipline from a recognized institute required. EXPERIENCE:- Four (4) years' experience is required. - Experience working in a postgraduate medical training setting and experience with UofM policies and procedures preferred.- Knowledge of the health system and previous experience in the health system preferred. Extensive experience preferred in:- Scheduling large numbers of students or staff and rotational schedules across multiple program and functional areas with close- attention to detail.- Working independently with a strong initiative to complete and follow up on tasks. - Scheduling large volumes of meetings, other events or interviews at once. - An acceptable equivalent combination of education and experience may be considered. SKILLS AND ABILITIES:- Must be able to interact with people from diverse backgrounds in a calm, courteous, and effective manner. - Must be able to exercise tact and discretion, and tactfully navigate situations of conflict. - Must have excellent problem-solving skills and take initiative in this regard. - Strong organizational, analytical, and interpersonal skills are required. - Must be able to work effectively with support staff at all levels within the College of Medicine, with professional medical staff and students at undergraduate and postgraduate levels. - Must be thorough, accurate, and have a high level of attention to detail. - Strong verbal and written communication skills are required. - An ability to exercise sound judgment is required.- Must be able to provide quality communication to professional staff in a courteous, patient manner. - Must be able to analyze problems, identify key information and issues, and effectively resolve them. - Must be able to work effectively independently as well as part of a team environment. - Must be able to work under pressure and higher level of organization. - Must be able to work a flexible schedule including early morning meetings, evening and weekend events as required. - Intermediate knowledge of computer software applications including the Microsoft Office Suite is required. - Ability to manage highly confidential information.- Satisfactory work record, including satisfactory attendance and punctuality, is required