Saskatoon Site, Postgraduate Medical Education, Program Assistant

University of Saskatchewan•Saskatoon, SK

11d•Onsite

About The Position

This position provides administrative and clerical support to the Saskatoon Site Director for Postgraduate Medical Education (PGME) within the College of Medicine, Department of Family Medicine (DFM). The role involves interacting with faculty, trainees, and staff across various training sites, requiring strong interpersonal skills and attention to detail for record-keeping and correspondence. The work is performed with general supervision in a fast-paced environment with competing deadlines and frequent interruptions, demanding both independent and collaborative efforts. Occasional travel within Saskatchewan and to national events may be necessary.

Requirements

Completion of Grade 12 and a recognized post-secondary business/administrative program, or an equivalent combination of education and experience.
One to three years of related experience in a University Health Care environment in an administrative role.
Ability to work independently and collaboratively in a highly confidential team environment.
Demonstrated commitment to ongoing program development.
Ability to 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.
Enthusiastic and self-motivated.
Ability to recognize and recommend change in program policies/procedures for improved administration.
Exceptional organizational, problem-solving, and decision-making skills.
Knowledge of office software including MS Office and Outlook, One45 Software, and other University and Health Authority systems/software.

Nice To Haves

Knowledge of CFPC Residency Training Programs
Experience with One45 software

Responsibilities

Support the day-to-day administration of the postgraduate program, acting on behalf of the program with appropriate approval.
Collaborate with the Site Director and take direction from the Program Administrator to ensure duties align with University, College, and Department policies, regulations, and collective agreements.
Compile reports and program correspondence.
Prepare agendas, take meeting minutes, and track action items.
Maintain resident records and documentation efficiently.
Generate, monitor, and update annual resident schedules in consultation with the Site Director, ensuring compliance with CFPC requirements.
Track and report vacation, sick time, and other absences, facilitating necessary paperwork and approvals.
Coordinate room bookings and manage logistics for academic sessions and educational rounds.
Assist with PGY1 orientation and onboarding activities.
Ensure timely dissemination and collection of resident assessments.
Schedule required face-to-face feedback sessions.
Prepare and maintain program calendars and resident manuals.
Support the implementation of training processes across sites.
Organize and maintain educational rotations for effective program delivery.
Coordinate academic half-days and other learning events with the Site Director.
Assist with the CaRMS application process, including disseminating program information, coordinating interview schedules, and hosting interview day logistics.
Liaise and coordinate with WebEx, MS Teams, or other platforms to support program delivery and communication.
Ensure regular and effective communication with residents, faculty, and administrative staff.
Work collaboratively with other resident program administrators to ensure cross-coverage of duties during absences or peak workload periods.
Perform other duties as assigned by the Site Director or Program Administrator.