Department & Program Administrator, Medicine

Department & Program Administrator, Medicine

Primary Purpose : To provide administrative support to the Department of Medicine administrative office and Postgraduate Medical Education (PGME) subspecialty programs. This role ensures the programs meet accreditation standards, supports the Program Director and residents, and facilitates the smooth delivery of academic and clinical training with a complex medical education environment.

Nature of Work : Reporting to the department Finance and Administration Manager (FAM) and accountable to the Program Director, PGME Manager and Associate Dean, this position interacts with a diverse group of individuals including faculty, trainees, and staff at all sites of training. The incumbent will have excellent interpersonal skills and attention to detail in maintaining records and correspondence. They will proactively establish timelines, set priorities, and implement effective workflow to achieve program goals and deliver high-quality outcomes in a fast-paced environment. Tasks are broad, complex and performed independently. Collaboration with team members is essential for success in this role.

Typical Duties or Accountabilities :

• Organize and coordinate subspecialty programs, acting on behalf of the Program Director when authorized
• Maintain applicable databases, templates, and prepare correspondence
• Generate and update annual resident schedules ensuring compliance with Royal College of Physicians and Surgeons of Canada (RCPSC) training requirements, and elective scheduling
• Disseminate program information to applicants, update websites and administer CaRMS processes including interview scheduling and coordination
• Coordinate, schedule and support events ( Research Days, CaRMS, banquets)
• Ensure timely distribution and collection of resident assessments and schedule face-to-face feedback sessions
• Track and document resident time away and call remuneration
• Document, compile reports and correspondence; prepare meeting agendas, take minutes and monitor action items for various committees
• Develop and generate necessary documents and participate in the accreditation process, as necessary
• Ensure compliance with University, College, PGME policies, RCPSC regulations and RDoS collective agreements
• Review and submit travel expense claims in Concur
• Create and maintain resident records efficiently through One45 and Elentra
• Participate in sensitive and confidential meetings
• Track faculty and / or resident attendance for teaching rounds and PGME mandatory courses
• Booking meetings, spaces, and equipment for events, catering, preparing agendas and minute taking
• Monitor and order office supplies
• Travel to National Conferences and local workshops may be required
• Assist other team members as needed and perform other related duties as assigned

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

Experience : Minimum of three years of related experience in an academic health care setting, directly supporting trainees is required. Demonstrated ability to work collaboratively in a diverse and inclusive setting is required. A strong working knowledge of Royal College accreditation standards, the RDoS collective agreement, CaRMS (Canadian Resident Matching Service), university policies would be valuable. Familiarity with accreditation processes, along with experience using One45, Elentra, and Concur software is considered an asset.

Skills : The successful candidate must have the ability to balance completing priorities, work independently and demonstrate a strong commitment to ongoing program development while remaining efficient, organized and maintaining attention to detail. Exceptional interpersonal, professional and communication skills – both written and verbal are essential. The candidate should be self-motivated, proactive and action oriented. The ability to apply critical thinking and problem solving skills in decision making, and to recommend and implement process improvements that enhance administrative delivery is required. Strong computer skills, including proficiency in MS office, Excel and email are required.