Clerical Assistant (Administrative Coordinator), College of Medicine

Clerical Assistant (Administrative Coordinator), College of Medicine

Primary Purpose: To provide administrative support to the Division of Continuing Medical Education, College of Medicine, and its mission to engage with healthcare professionals to enhance health care outcomes by delivering continuing professional learning that is focused on the needs of the patient and their communities.

Nature of Work: Reporting to the Program Coordinator, CME, the incumbent works in collaboration with the CME team to ensure the successful delivery of the Saskatchewan International Medical Graduate (IMG) Support Program. The program provides navigational support and resources to IMGs on their journeys to licensure or alternate healthcare careers. The role requires coordination of administrative tasks that include planning, document preparation and management, scheduling, etc. The work consists of project work on numerous learning events that may include multiple priorities, frequent interruptions, and firm deadlines. This position requires strong organizational skills. This position works with the CME program coordinator(s), other clerical assistants, and stakeholders to support implementation of policies and procedures and continuous improvement. Respectful relationships with colleagues and stakeholders are essential. The incumbent will be required to interact with a diverse group of clients (both written and verbal) in a culturally respectful manner; building and maintaining relationships is crucial to success. This position provides advice and guidance within a job-specific area of knowledge. Some evening and weekend work may be required.

Typical Duties:

• Provide administrative assistance to the Program Coordinator.
• Provide support to clients, virtually and in person, to help navigate their licensure journey.
• Process program registrations, ensuring document submission and eligibility requirements are met.
• Participate in program planning and development activities.
• Respond to in-person, e-mail and telephone inquiries and requests in a timely fashion.
• Provide clerical assistance for the program, services, and special events.
• Process event registrations.
• Prepare documents such as, but not limited to, attendance statistics, letters, meeting minutes and briefs, manuals, reports, forms, brochures, etc.
• Maintain accurate records and ensure document control.
• Prepare communications and information updates; liaise with internal and external stakeholders.
• Enter data and maintain databases to ensure accurate and secure information is kept.
• Arrange travel and process travel expense claims.
• Arrange meetings, prepare & distribute meeting agendas and minutes, and ensure staff have required material prior to meetings.
• Research costs and options for the program.
• Arrange and update printing needs, equipment, catering, materials, and other resources.
• Other administrative duties, as assigned.

Qualifications

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

Experience: Three to five years of related experience in a University/Academic Health Care setting in a support role is preferred. Experience working with newcomers to Canada and/or knowledge of Canadian medical licensure processes is required. Experience working and collaborating in a diverse, inclusive, and highly confidential setting is required.

Skills: Commitment to ongoing department development, 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 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, PowerPoint, Internet, and E-mail. Experience with University software systems would be an asset.