Program Assistant, College of Medicine

Program Assistant, College of Medicine

The Master of Physician Assistant Studies (MPAS) program is a new 2-year professional graduate program in the College of Medicine. The first year focuses on clinical science primarily in a classroom setting, while the second year is composed of clinical placements.

Primary Purpose: To provide clerical administrative support for the MPAS program, with a focus on admissions and Year 1 curriculum delivery.

Nature of Work: Reporting to the MPAS Program Manager, the Program Assistant plays an integral role in providing clerical and administrative support for the MPAS program, with primary responsibility for supporting Admissions and Year 1 curriculum delivery. The incumbent will work in a fast-paced environment and must demonstrate the ability to work both independently and collaboratively while maintaining strict confidentiality. This position is characterized by constant deadlines, continuous changes, and shifting priorities, requiring strong organizational skills, attention to detail, and the ability to manage multiple competing priorities with moderate supervision and day-to-day guidance from the Program Manager.

Approximately half of the position will focus on supporting the annual admissions cycle, including applicant communications, admissions processes, and committee support. The remaining responsibilities will focus on providing administrative support for the Year 1 curriculum, with an emphasis on the Clinical Skills and Physician Assistant Professional Practice courses. This includes coordinating course delivery, supporting faculty and tutors, and assisting with the day-to-day operational needs of the curriculum.

Typical Duties or Accountabilities:

Admissions

• Provide administrative support for the MPAS admissions process.
• Coordinate applicant communications and maintain accurate applicant records.
• Support the Admissions Committee by coordinating meetings, preparing documentation, and maintaining admissions records.
• Assist with applicant interviews, admissions events, and related logistics.
• Monitor admissions timelines and support annual admissions cycle activities.

Year 1 Curriculum & Student Support

• Provide clerical support for Year 1 faculty, including scheduling and communication of courses, and other teaching activities.
• Support student-facing events and curricular activities as requested by the Year 1 curriculum team.
• Coordinate course logistics, including scheduling sessions, booking rooms, and arranging educational resources and equipment.
• Assist with tutor recruitment, onboarding, scheduling, and communications.
• Prepare and distribute course materials and learner communications.
• Support course evaluations and maintain course-related documentation.
• Provide clerical support for Year 1 related committees, including preparing agendas, distributing materials, booking rooms/Zoom, taking minutes, and following up on action items.
• Maintain committee records, SharePoint sites, and other program documentation.
• Support the preparation and submission of teaching schedules from faculty and clinical preceptors.
• Assist with data collection, document management, and preparation of reports required for accreditation review.
• Support the administration of examinations, including invigilation as needed, preparation of exam packages, and tracking compliance with exam procedures.
• Act as a resource for faculty regarding evaluation rubrics, checklists, and administrative processes.

General Duties

• Maintain effective working relationships with faculty, staff, and students, providing timely responses to inquiries.
• Utilize systems such as One45, Canvas, Banner, SharePoint, Zoom, and Outlook to support Year 1 course delivery and student tracking.
• Perform other duties as assigned to support the overall success of the MPAS program.
• Ensure that One45 data is accurate for the MPAS program. Utilize Canvas, Panopto, One45 and Zoom to support course delivery.
• Use SharePoint to manage committee work, policies and procedures, and student attendance.
  
  

Education: Completion of Grade 12 and a recognized post-secondary administrative assistant program is required. An equivalent combination of training and experience may be considered.

Experience: Three to five years of related experience is preferred. Proficiency with Microsoft Office Word and Excel is required. Experience working with One45/Elantra (curriculum management software) and SharePoint is an asset. Knowledge of University processes, including Canvas, Zoom, Panopto, and Banner would be an asset.

Skills: This role requires highly effective interpersonal skills coupled with the ability to develop and maintain working relationships with colleagues. Also, the ability to prioritize and function in a demanding setting with numerous, often competing deadlines; excellent verbal and written communication skills; ability to interact effectively with students, faculty and other staff, handling interactions with professionalism (tact, discretion, confidentiality, and cultural sensitivity); meticulous attention to detail; ability to recognize and analyze problems, to propose effective solutions and to refer issues to other staff as appropriate. Success in this role requires balancing the ability to work independently and as part of a team, recognizing both boundaries of the position, scope, and opportunities for growth; following instructions, policies and procedures while exercising initiative; setting priorities and seeking assistance when needed. Applicants should demonstrate efficiency with Microsoft Office Software and would benefit from knowledge of University and College procedures.