Clerical Assistant, Department of Medicine

Clerical Assistant, Department of Medicine

Primary Purpose : The Program Administrator (PA) for a Residency Program at the University of Saskatchewan is responsible for providing high level specialized program support to the Program Director and the department relating to postgraduate medical education.

Nature of Work : Reporting to the department Finance and Administration Manager (FAM) or PGME Manager and accountable to the Program Director, Finance and Administration Manager, PGME Manager and Associate Dean, PGME, 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, critical thinking and problem-solving skills, attention to detail in record creation and maintenance, and within correspondence.

This position will identify priorities, develop workflow strategies and implement them to ensure daily objectives and long- term planning and objectives are achieved.

Work performed is multi-faceted and is performed independently (with general guidance from the Program Director and / or FAM) by following program processes and working within accreditation standards and resident collective agreement clauses.

The PA will take initiative to establish timelines and priorities to achieve goals and appropriate outcomes. Work will be performed in a fast-paced environment and may be shared with other departmental clerical support staff;

collaboration with team members is required to successfully provide program support required by the program / department.

The office is shared with other departmental administrative staff working as a team.

Typical Duties : The Program Administrative Assistant will ensure processes within the program are adhered to and help to identify recommendations to the program for change in clerical process to enhance the operations of the program.

Typical duties may include but are not limited to :

• Overall curriculum oversight (Scheduling, coordinating, tracking and / or facilitating OSCEs, Procedures, SIMs, RaPID, TIPS, AHD, NEJM Exams)
• Responsible for the day-to-day organization of the core internal medicine postgraduate program, sometimes acting on behalf of the program with necessary approval.
• A specialized working knowledge of Royal College accreditation standards, the RDoS collective agreement, CaRMS (Canadian Resident Matching Service), PGME (Post Graduate Medical Education) as well as program processes and policies are imperative.
• Gather data and create correspondence on behalf of the Program / Program Director.
• Participate in the implementation of training processes at all sites, including coordination of research activities.
• Disseminating information to program applicants, updating program information on websites, assisting the Program Director by administering CaRMS processes;

scheduling, interview day hosting.

• Monitoring, tabulating and reporting of resident vacation / sick / time away from the program.
• Assisting with coordination and hosting resident orientations.
• Generating various schedules.
• Ensuring efficient delivery of, scheduling needs, room bookings and communication of Department Grand Rounds that align with the program curriculum.

Virtual meeting set up and coordination.

• Ensure timely dissemination, collection, and follow up of resident assessments, Create and maintain resident records efficiently through One45, Elentra, and paper copies, as necessary.
• Coordinate and attend academic events and examinations.
• Develop and generate necessary documents and participate in the accreditation process, as necessary.
• Ensure all work is compliant with University and College policies and procedures, applicable regulations (RCPSC) and accreditation standards as well as necessary collective agreements (RDOS).
• This position may be involved in sensitive and confidential issues / meetings related to trainee performance.
• Submission of resident expenses for reimbursement via CONCUR.
• Attendance at regularly scheduled PGME Program Administrative Assistant (PAA) meetings is expected, as well as participation in the PGME PAA mentorship program.
• Travel to National Conferences and local workshops may be required. Distributed site program travel may be required.
• Schedule and minute Curriculum Committee meetings.
• Other related 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 administration required. Experience working and collaborating in a diverse environment is required.

Knowledge of Royal College Residency Training Programs, familiarity with accreditation processes, collective agreements, and experience with One45, Elentra, and CONCUR software would be considered an asset.

Skills : Ability to work independently and collaboratively in a highly confidential 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, proactive and action-oriented.

Ability to utilize critical thinking in decision making and to recommend change in program policies / procedures which result in the improved delivery of administration.

Exceptional organizational, problem-solving and decision-making skills. Strong working knowledge of office software including MS office, Excel, Internet, and E-mail are required.