Program Administrator, North East Residency Program, Family Medicine (Humboldt, Melfort, Nipawin)

Program Administrator, North East Residency Program, Family Medicine (Humboldt, Melfort, Nipawin)

Primary Purpose: The Program Administrator provides administrative support to the North East Family Medicine residency training site within the Department of Family Medicine (DFM), a large and complex provincially distributed medical education program in the College of Medicine. The role supports excellence in resident education, operations, and accreditation by coordinating day-to-day program administration and serving as the primary administrative contact for the Humboldt, Melfort, and Nipawin region.

Nature of Work: Reporting to the Academic Programs Manager, with direction from the North East Site Director and accountabilities to the DFM Program Director, this position interacts with a diverse group of individuals including faculty, trainees, and staff at all training sites. It is expected that the incumbent will have excellent interpersonal skills and attention to detail in maintaining records and correspondence.

Due to the distributed nature of the North East residency site, the successful candidate is expected to reside within, or in close proximity to, the Humboldt, Melfort, or Nipawin region.

This position will develop workflow strategies and priorities and implement them for long-term planning and objectives. Work performed is complex and is carried out independently by determining program processes, working within accreditation standards and collective agreement clauses, and by setting self-discretionary timelines and priorities to achieve goals and appropriate outcomes.

This position may be involved in sensitive meetings related to trainee performance and requires an individual capable of maintaining a high level of confidentiality.

This position is primarily remote; however, regular travel throughout the North East training region and to provincial meetings and events is required.

Typical Duties or Accountabilities:

Program & Site Administration

• Contribute to the day-to-day organization and administration of the postgraduate program, acting on behalf of the Program Director with necessary approval.
• Serve as the primary administrative point of contact for the North East residency sites.
• Ensure processes within the program are adhered to and make recommendations to the Program Director for changes in clerical process to enhance operations, incorporating approved process changes as appropriate.
• Gather data and create correspondence on behalf of the program and Program Director.
• Compile reports and program correspondence, occasionally on behalf of the Program Director, the Residency Training Committee, the Academic Half Day Committee, and monthly site block time assessment meetings.
• Prepare agendas, minutes, track action items, prepare program calendars and resident manuals, and maintain resident records efficiently through One45 and paper copies as necessary.
• Coordinate PGY1 orientation week, events, workshops, and exams.
• Assist in tracking program and resident expenditures; submit travel and expense requests.

Resident Scheduling & Support

• In consultation with the Program Director, generate, monitor, and make approved changes to annual resident schedules while ensuring each resident’s schedule is compliant with College of Family Physicians of Canada (CFPC) training requirements and aligned with collective agreements (RDoS), University, and College policies.
• Participate in the implementation of training processes, including organizing rotations across distributed sites and off-service placements.
• Monitor, tabulate, and report resident vacation, sick time, and time away.
• Ensure timely dissemination and collection of assessments and schedule quarterly face-to-face feedback.
• Collect and submit resident call schedules for stipend payments.
• Schedule examinations and proctor resident exams.

Program Processes, Data & Accreditation

• Create and maintain accurate resident records using One45 and paper systems as necessary.
• Develop and generate documents for accreditation and data reporting.
• Participate in accreditation processes as required.
• Disseminate applicant information, update program information on websites, and assist with CaRMS processes (including interview support).

Meetings & Representation

• Support and document committee work including residency training, academic half day, and block time assessment meetings.
• Attend PGME meetings and distributed site activities.
• Participate in confidential trainee performance processes as required.

Other Duties

• Orient new residents and coordinate off-service and visiting trainee rotations.
• Travel to national conferences, local workshops, and distributed sites as required.
• Other related duties as assigned.

Qualifications

Education: Completion of Grade 12 and a recognized post-secondary business administration / administrative assistant program. An equivalent combination of education and experience may be considered. A strong specialized working knowledge of Royal College / CPFC accreditation standards, the CanERA General Standards of Accreditation for Institutions with Residency Programs, the RDoS collective agreement, CaRMS (Canadian Resident Matching Service), PGME as well as Program processes and policies will be considered an asset.

Experience: One to three years of related experience in a university / academic health care setting in a program support role is preferred. Knowledge of Royal College residency training programs / College of Family Physicians of Canada, familiarity with accreditation processes, collective agreements, and experience with One45 software are an asset.

Skills: Ability to work independently and collaboratively in a 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. Ability to recognize and recommend changes 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, Excel, Internet and Outlook, E-mail, One45 Software, Department of Family Medicine Share Point and other University and Health Authority systems.