PGME Program Administrator, Surgery

PGME Program Administrator, Surgery

Primary Purpose / Mandate

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 within the Department of Surgery relating to postgraduate medical education.

Nature of Work

Reporting to the Department of Surgery Finance and Administration Manager (FAM) 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 skills, and attention to detail in maintaining records and 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 complex and is performed independently (with general guidance from the Program Director and / or FAM) by determining 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 is shared with one other PA; collaboration with team members is required to successfully provide program support required by the program / department.

Program Administrator Responsibilities and Expectations

Support for Program Directors, Residents, Faculty and Program throughout the Academic Year

• Responsible for the day-to-day organization of the postgraduate program, often acts on behalf of the program with necessary approval.
• Gather data and create correspondence on behalf of the program / program director.
• Assist during resident orientations.
• Ensure access to / troubleshoot challenges with necessary learning platforms used by residents.
• Support resident wellness, provide academic support, encourage growth opportunities and support learning development for residents.
• Participate in the implementation of training processes at all sites including, but not limited to, organizing rotations to ensure effective delivery of education.
• Monitor, tabulate, and report resident vacation / sick / time away from the program.
• Assist in process for residents in difficulty, liaising with the resident, program director and the PGME for remediation and extended learning plans.
• Work with the Program Director to ensure efficient delivery of educational rounds, scheduling, learning sessions, room bookings and communication of Department Grand Rounds that align with the program curriculum.
• Support elective / rotation planning – rotations and local, out of province electives and off-service electives.
• Compile reports and program correspondence, sometimes on behalf of the Program Director, Residency Program Committee and Competence Committee; book meetings, prepare agendas and minutes, track action items for meetings, compile reports to RPC for resident progression.
• Prepare program calendar.
• Prepare resident manuals, upgrade forms, templates, policies and guidelines.
• Coordinate and attend events eg : research day, CaRMS interviews.
• Track faculty and / or resident attendance for teaching rounds and PGME required courses.
• Submit part-time teaching hours for faculty for academic half days and OSCEs.
• Attendance at regularly scheduled PGME Program Administrator meetings and participation in the PGME PA mentorship program is expected.
• Travel to National Conferences and local workshops may be required.
• Travel to distributed site programs may be required.

Scheduling

Support for Evaluation and Examination

Financial Transactions

Knowledge of Policies

Electronic Platforms

CaRMS and Admission of Residents

Accreditation Related Activities

Competence by Design (CBD) related Duties / Responsibilities

Working with PGME, Program Administrators and University Staff

Qualifications

Education

Experience

Skills