Pathology and Emergency Medicine Program Administrative Assistant

University of Saskatchewan•Saskatoon, SK

16d•$25 - $31•Onsite

About The Position

The UGME/PGME Program Administrative Assistant is responsible for supporting the Emergency Medicine and Pathology Program Administrators and their departments relating to postgraduate and undergraduate medical education. Nature of Work: Dual reporting to the Senior Program Administrators of Emergency Medicine and Pathology, and accountable to the Program Director, Clinical Department Manager, PGME Operations 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, attention to detail in maintaining records and correspondence. This position will identify priorities and implement workflow strategies to ensure daily objectives and long-term planning and objectives are achieved. Work performed is complex and may be performed independently (with general guidance from the Senior Program Administrator(s), Program Director and/or Clinical Manager) by determining program processes, 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.

Requirements

Completion of Grade 12 and a recognized post-secondary business administration/administrative assistant program. An equivalent combination of education and experience may be considered
A minimum of two years of experience working in a fast-paced, multifaceted office environment is required.
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
Coordinate and undertake 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
Be enthusiastic and self-motivated
Ability to recognize and recommend change in program 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, Internet and E-mail, One45 Software, SharePoint and other University and Health Authority systems.

Nice To Haves

Previous experience working in a university environment would be beneficial.
Knowledge of the policies and procedures of the University of Saskatchewan would be beneficial.
Previous work within a medical college would be considered an asset.

Responsibilities

Assisting the Senior Program Administrators in supporting the Program Directors, Residents, Faculty and Program throughout the Academic Year.
Responsible for assisting with the day-to-day organization of the postgraduate programs in Emergency Medicine and Pathology
Gather data and create correspondence on behalf of the program/program director
Assist during resident orientations
Support resident wellness, provide academic support, encourage growth opportunities and support learning development for residents
Monitor, tabulate, and report resident and student vacation/sick/time away from the program
Work with the Senior Program Administrator 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 Senior PA, Program Director, Residency Program Committee and Competence Committee; book meetings, prepare agendas and minutes and track action items for meetings
Provide support with preparing resident manuals, upgrading forms, templates, policies and guidelines
Help coordinate and attend events e.g.: research day, CaRMS interviews
Attendance at regularly scheduled PGME Program Administrator meetings and participation in the PGME PA mentorship program is expected
Coordination of Undergraduate Electives and Courses
Fellowship Program Coordination – if applicable
Travel to local workshops may be required
Travel to distributed site programs may be required
In consultation with the Senior Program Administrators, prepare schedules and make approved changes to the annual resident schedules while ensuring each resident’s schedule is compliant with Royal College of Physicians and Surgeons of Canada (RCPSC)/College of Family Physicians of Canada (CFPC) training requirements
Schedule academic half-days
May assist with resident call and/or shift schedule and distributing changes
Track call stipend and call conversions monthly and submit records to the PGME office
Ensure timely dissemination and collection of resident/student assessments
Gather information for 6-month progress reports
Assist with compiling year-end summary reports (ie: faculty, CanMEDS and Resident Evaluations)
Proctor resident/student exams and coordinate regular Objective Structured Clinical Exams (OSCEs)
This position may involve sensitive and confidential issues/meetings related to trainee performance
Submit stat day/middle day/excess call requests and call schedules (for residents’ call stipends) to the PGME office for reimbursement
A working knowledge of Royal College/CPFC accreditation standards, the RDoS collective agreement, CaRMS (Canadian Resident Matching Service), PGME and UGME policies & procedures. USask policies, as well as programming and policies are imperative
Maintain resident/student records efficiently through One45
Utilize Elentra for assessment, evaluation and CBD tracking
Be familiar with CaRMS online portal
Having a strong knowledge base and experience with virtual platforms such as Zoom
May assist with updating program information on websites
Assist the Senior Program Administrator(s) and/or Program Director with CaRMS processes
Participate in the accreditation process as necessary
Ensure all documents are updated and readily available to the reviewers
In consultation with the Program Administrator(s) and/or Program Director, ensure all work is compliant with University and College policies and procedures, applicable regulations (RCPSC/CFPC) and accreditation standards as well as necessary collective agreements (RDoS)
Other duties as assigned