Coordinator, Program Administrators and PGME Contract Development, College of Medicine

Coordinator, Program Administrators and PGME Contract Development, College of Medicine

Primary Purpose: This role will liaise with Program Administrators in multiple residency training programs, providing guidance, education and mentorship to all Program Administrators in the PGME residency training programs in the College of Medicine. The position will also ensure program administration consistency amongst the distributed medical education sites within the province as it relates to the Postgraduate Medical Education Office processes. This position will aid in coordination and standardized training and participate in onboarding for all Program Administrators within the college as it relates to PGME work, information and deadlines.

This position will also be responsible for the creation of all PGME contracts and service agreements including Program Directors, Assistant Program Directors, Site Directors, Competence Committee Members, and Academic Advisors. Working with the PGME Finance Coordinator and Administrative managers this position will ensure all relevant information is collected to ensure timely creation, delivery and finalization of Residency Program Leadership Contracts for all residency programs.

Nature of Work: Reporting jointly to the Associate Dean, Postgraduate Medical Education (PGME) and the PGME Manager, this position has a strong human resource component, and is responsible for the liaison mentorship, training and education of the residency Program Administrators creating strong relationships between Program Administrators and the Postgraduate Medical Education office. In consultation with the PGME Manager, this individual will update and maintain current practices and introduce continually changing practices, processes, procedures and enhancements in the administration of medical education to the Program Administrative team. The position will liaise with Program Administrators to update and implement program consistency, aligning with PGME Accreditation Standards. This role will also work collaboratively with Departmental Managers to support Program Administrator accountabilities within PGME. This position is also responsible for the full scope of contract development working with Residency Program Finance and Administration Managers, PGME Finance Coordinator and PGME Finance Administrative support to ensure timely creation and delivery of all required contracts. This position requires collaboration across multiple units and requires a high degree of attention to detail.

Accountabilities:

• Build effective links between Program Administrators involved with the residency training programs; programs are located in various locations throughout the province; this includes one on one meetings with Program Administrators as needed
• Build effective working relationships between Program Administrators and the Postgraduate Medical Education Office.
• Respond to enquiries on policies and standards for Program Administrative staff to ensure consistency among the residency training
• Deliver, maintain, update and continue to enhance the New Program Administrator and Program Director Orientation process ensuring required elements to the PGME office are followed
• Update the Program Administrator/ Program Director SharePoint site with relevant PGME information
• Act as part of a team, ensuring connection between Program Administrators and other PGME portfolios, and providing orientation to new Program Administrators sharing information as needed
• Hold one on one meetings, as requested by Program Administrators to assist with providing updates and mentorship opportunities
• Co-Chair the PGME Program Administrator Advisory Committee
• Hold regular Program Administrator Committee meetings to educate, inform and provide opportunities to collaborate and collect feedback on policies, processes and future program enhancements
• Maintain and enhance the existing Program Administrator mentorship program
• Maintain up-to-date knowledge relating to PGME policies and processes, RDoS Collective Agreement, the Royal College of Physicians and Surgeons of Canada and College of Family Physicians of Canada accreditation standards
• Collaborate with Communications team in PGME to gather news stories, events and awards from PD, PAs, faculty and residents
• Work in partnership with the PGME team in organization of events and workshops held by PGME unit
• Build effective relationships with Program Finance and Administration Managers to collaborate and ensure timely information sharing for the development and finalization of Financial Contracts held with PGME
• Build effective relationships, knowledge sharing and effective work standards with the College of Medicine Contracts Coordinator and the PGME Finance team
• Respond to enquiries from Finance and Administration Managers regarding funding for program leadership as appropriate and in consultation with PGME Finance Coordinator, PGME Manager and PGME Associate Dean as appropriate and required
• Ensure open communication and relationship building with Program Directors to ensure timely sign off on appropriate contracts
• Maintain and enhance as needed the tracking and documentation of financial aspects regarding the completion of contracts
• Other duties as assigned.

Qualifications
Education: An undergraduate degree; or a combination of education and experience may be considered. At least three years working in a University Environment and knowledge of Postgraduate Medical Education, College of Medicine and University policies and processes.

Skills : Demonstrated proficient skills in coordinating with multiple program senior administration and personnel; ability to work independently as well as collaboratively within a team environment; maintain a high degree of accuracy; demonstrated sound judgment and confident decision-making; well-developed analytical skills; effective organizational, interpersonal and communication skills, both verbal and written; possess and display initiative, tact, diplomacy, discretion, and confidentiality; cultural sensitivity including the ability to communicate effectively with individuals from various cultural backgrounds; ability to teach and train others in both group and individual settings and proven proficient computer application skills including Microsoft Word, Excel, SharePoint and other Usask databases as required.