Program Assistant

1 week ago

London, Ontario, Canada Western University Full time

Classification & Regular Hours:

Hours per Week: 35

Salary Grade:
Level N

  • Please note: this is a temporary role with a contract end date of April 30, 2025._

Secondments are Welcome:

Click here for more details on secondment opportunities.

About Western:


Since 1878, Western University has been committed to serving our communities through the pursuit of academic excellence and by providing students, faculty, and community members with life-long opportunities for intellectual, social, and cultural growth.

We seek excellent students, faculty, and staff to join us in what has become known as the "Western Experience" - an opportunity to contribute to a better world through the development of new knowledge, new abilities, new connections, and new ways to make a difference.


About Us:


The Department of Surgery is focused on the delivery of safe, effective and integrated surgical care that elevates the health and well-being of patients regionally and globally through discovery, education and innovation.

The Department of Surgery's vision is to be an international leader in forming the future of surgical care, research, and education.


Responsibilities:


The Program Assistant (Division Administrator) will support the effective and efficient operation of the Division of Urology and the administration of the Urology post-graduate residency program.

The role will serve as the primary administrative support for the Program Director/Assistant Program Director and Chair/Chief, and will be responsible for the coordination of Undergraduate (UME), Postgraduate (PGME) and Competency Based Medical Education (CBME) activities for the Division of Urology.

The Program Assistant will provide administrative support and act as a first point of contact and resource for all inquiries, providing information regarding the Division, residency program(s), examinations and related requirements, regulatory processes, CaRMS processes, educational and accreditation bodies, and University policies and procedures.


The role will contribute to the ongoing refinement of program processes, coordinate the development of online assessments and evaluation tools, and support the planning and coordination of various complex schedules and evaluations using specialized software.

The Program Assistant will coordinate information and logistics for accreditation, and assist with preparing statistical and qualitative data, reports and presentations for review.

The role will manage schedules and provide administrative assistance to the Program Director/Assistant Program Director and Chair/Chief, organize resident and faculty call schedules, meetings and conferences related to the clinical and academic practices of the Division and leadership, support and organize individual urologists (city-wide) in functions related to administrative and academic matters, track revenue and expenditures, liaise with industry partners and assist with invoice payments and reimbursements related to the Division.


Qualifications:

Education:

  • 3 year Community College Diploma in Business Management/Administration
  • Bachelor's degree preferred

Experience:

  • 3 years experience providing administrative support to a senior executive or leader and coordinating logistics of specialized programs in an academic or medical environment
  • Experience in an academic medical setting providing support to resident trainees, medical students, and academic staff preferred Experience providing administrative support for curriculum development and education research is preferredKnowledge, Skills & Abilities:
  • Knowledge of medical terminology with the ability to proofread and edit medical documents
  • Familiarity with medical education, curriculum, accreditation and related licensing bodies preferred
  • Knowledge of policies and procedures including, The Royal College of Physicians and Surgeons of Canada (RCPSC), The College of Physicians and Surgeons of Ontario (CPSO), Professional Association of Residents of Ontario (PARO), Canadian Residency Matching Services (CaRMs) is preferred
  • Verbal and written communication skills to clearly express ideas in an objective manner, and adapt communication style to suit the situation and audience
  • Strong mathematical and analytical skills to complete accurate calculations with the ability to synthesize sizable amounts of detail/data and reports
  • Demonstrated ability take initiative, to work independently and follow through on work assignments
  • Competency to maintain confidentiality and treat sensitive information with discretion
  • Ability to establish rapport with people from diverse backgrounds
  • Demonstrated ability to understand and resolve external and internal partner issues
  • Ability to maintain a positive, outgoing attitude with genuine customer service orientation
  • Personable and courteous in working relationships with colleagues, faculty members, students and the public
  • Ability to interact professionally wi

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