Clerical Assistant, College of Medicine (Regina, SK)

University of Saskatchewan • Regina, SK

1d • CA$25 - CA$31 • Onsite

About The Position

The College of Medicine, Regina Campus is home to a large number of medical students and Residents training to be physicians at the Regina General Hospital. Our office provides administrative support to medical students and faculty as part of the University of Saskatchewan. The position is responsible for the coordination of all academic matters for medical students and Residents training in various clinical departments in Regina. The Clerical Assistant is responsible for ensuring all learners and faculty are scheduled to be working together and all accreditation requirements are being met.

Requirements

• Completion of Grade 12 and a recognized post-secondary Administrative, Business, or Office Education diploma.
• Proven proficiency with Microsoft Office is required.
• 3-5 years of relevant office/administrative experience.
• Experience working and collaborating in diverse and inclusive settings is required.
• Strong evidence of relationship building, demonstrated professional maturity, judgment and decisiveness.
• Strong written and verbal organizational and communication skills.
• Ability to take initiative and be self-directed, and an ability to work collaboratively.
• Ability to foster a cooperative work environment within a complex partnership/organizational structure.
• Proficiency with contemporary computer applications including curriculum management software.

Nice To Haves

• Experience with curriculum management software would be a strong asset.

Responsibilities

• Ensuring all student rotation schedules have been finalized; didactic/simulation, clinical and call schedules are updated in the necessary software, have been communicated to the appropriate faculty and students; all orientations are coordinated and scheduled for all learners; any complaints tracked and actioned (where appropriate)
• Ensuring evaluations have been submitted for all trainees (mid, final, rotations) on time and in the appropriate software. Booking of mid and final rotation evaluations with students and physicians as well.
• Ensuring accreditation standards have been met for the trainees, as per College of Medicine guidelines; Clerical Assistants are expected to know and accurately apply the accreditation standards. Ensuring the student procedure logs are completed by the end of the rotation.
• Scheduling and invigilation of various student exams including OSCE’s, online, and in person exams.
• Tracking and coordination of all student leave requests.
• Collecting, invoicing, and submitting part time teaching payments for faculty.
• Approving, declining, and scheduling of any student elective rotations.
• Coordination of IT services which may include room booking, online meeting requests, and video conferencing.
• Regular and professional communication with staff, students, physician coordinators, counterparts in Saskatoon, and other team members.
• Working very closely with the students/learners on rotation/rotations and ensure they are meeting all rotation requirements. Also work closely with physician’s responsible for student supervision and their evaluations. Regular tracking and follow up with medical students and faculty is required.
• General clerical assistance to physician leads such as correspondence, scheduling, and meeting minutes of various committee meetings.
• Other office/administrative duties as assigned.

Benefits

• The University of Saskatchewan provides an accessible and inclusive workplace. Should you require support through any stage of the recruitment process, please contact us for assistance.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree