Clerical Assistant, College of Medicine (Regina, SK)

Clerical Assistant, College of Medicine (Regina, SK)

The College of Medicine, Regina Campus is home to a large number of medical students and Residents training to be physicians at the Regina General Hospital. Our office provides administrative support to medical students and faculty as part of the University of Saskatchewan.

Primary Purpose: The position is responsible for the coordination of all academic matters for medical students and Residents training in various clinical departments in Regina. The Clerical Assistant is responsible for ensuring all learners and faculty are scheduled to be working together and all accreditation requirements are being met.

Nature of Work: Reporting to the Associate Dean, Regina Campus and Associate Dean - Undergraduate Medical Education (UGME) through the Finance and Administration Manager for the Regina Campus the Clerical Assistant will maintain professional relationships with various stakeholders including students, faculty, and departmental colleagues. This position will work as part of a team as well as independently. This position requires the ability to work under pressure in a fast paced environment while balancing competing deadlines and multiple tasks. Some travel within the province may be required.

Typical Duties or Accountabilities:

• Rotation schedules - Ensuring all student rotation schedules have been finalized; didactic/simulation, clinical and call schedules are updated in the necessary software, have been communicated to the appropriate faculty and students; all orientations are coordinated and scheduled for all learners; any complaints tracked and actioned (where appropriate)
• Evaluations - Evaluations have been submitted for all trainees (mid, final, rotations) on time and in the appropriate software. Booking of mid and final rotation evaluations with students and physicians as well.
• Accreditation standards have been met for the trainees, as per College of Medicine guidelines; Clerical Assistants are expected to know and accurately apply the accreditation standards. Ensuring the student procedure logs are completed by the end of the rotation.
• Scheduling and invigilation of various student exams including OSCE’s, online, and in person exams.
• Tracking and coordination of all student leave requests.
• Collecting, invoicing, and submitting part time teaching payments for faculty.
• Approving, declining, and scheduling of any student elective rotations.
• Coordination of IT services which may include room booking, online meeting requests, and video conferencing.
• Regular and professional communication with staff, students, physician coordinators, counterparts in Saskatoon, and other team members.
• Computer abilities – must have intermediate knowledge of Microsoft Office including Outlook, Excel and Word; working knowledge of PAWS/One45/Blackboard/CANVAS and other curriculum software is expected.
• Work very closely with the students/learners on rotation/rotations and ensure they are meeting all rotation requirements. Also work closely with physician’s responsible for student supervision and their evaluations. Regular tracking and follow up with medical students and faculty is required.
• General clerical assistance to physician leads such as correspondence, scheduling, and meeting minutes of various committee meetings.
• Other office/administrative duties as assigned.
  
  Education: Completion of Grade 12 and a recognized post-secondary Administrative, Business, or Office Education diploma. Proven proficiency with Microsoft Office is required.
  
  Experience: 3-5 years of relevant office/administrative experience. Experience with curriculum management software would be a strong asset. Experience working and collaborating in diverse and inclusive settings is required.
  
  Skills:
• Strong evidence of relationship building, demonstrated professional maturity, judgment and decisiveness.
• Strong written and verbal organizational and communication skills.
• Ability to take initiative and be self-directed, and an ability to work collaboratively
• Ability to foster a cooperative work environment within a complex partnership/organizational structure.
• Proficiency with contemporary computer applications including curriculum management software.