Program Administrator, Infectious Diseases, Department of Medicine

Program Administrator, Infectious Diseases, Department of Medicine

Primary Purpose: To program support to postgraduate medical education in the Department of Medicine.

Nature of Work: Reporting to the Finance and Administration Manager, Department of Medicine, and accountable to the Program Director and Postgraduate Dean, 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, attention to detail in maintaining records and correspondence. This position will develop workflow strategies and priorities and implement them for long term planning and objectives. Work performed is complex and is performed independently (with general guidance from the Program Director) 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. The high traffic area is shared with other Departmental clinical and academic support staff working as a team to provide program support required by the Program/Department.

This position requires an individual capable of maintaining a high level of confidentiality.

Typical Duties:

• The Program Administrative Assistant will ensure processes within the program are adhered to as well as make recommendations to the Program Director for change in clerical process to enhance the operations of the program and will also incorporate process changes as appropriate.
• Gather data and create correspondence on behalf of the Program/Program Director.
• Participate in the implementation of training processes at all sites, including, but not limited to, organizing rotations to ensure effective delivery of education.
• Compilation of reports and program correspondence, sometimes on behalf of the Program Director and Residency Training Committee; prepare agendas, minutes and track action items for meetings; prepare program calendar and resident manuals; create and maintain resident records efficiently through One45 and paper copies, as necessary. Coordinate and attend events; schedule examinations as well as other duties as assigned.
• Develop and generate necessary documents (accreditation, etc.) and participate in the accreditation process, as necessary.
• In consultation with the Program Director, ensure all work is compliant with University and College policies and procedures, applicable regulations (RCPSC/CFPC) and accreditation standards as well as necessary collective agreements (PAIRS soon to be RDoS).
• Attendance at regularly scheduled PGME Program Administrative Assistant (PAA) meetings is expected, as well as participation in the PGME PAA mentorship program.
• Distributed site program travel may be 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 RDOCS collective agreement, CaRMS (Canadian Resident Matching Service), PGME as well as Program processes and policies will be considered an asset.

Experience: Two to five years of related experience (with a preference of five years) 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, Competence by Design, 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 change 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 E-mail, One45 Software, and other University and Health Authority systems.