Program Assistant

Primary Purpose: The Department of Academic Family Medicine is a large complex provincially distributed medical education program in the College of Medicine at the University of Saskatchewan and is dedicated to excellence in patient care, teaching and learning, research, and administration. Located in Regina, this position will provide support to the Regina site director relating to postgraduate medical education (PGME) in the College of Medicine, Department of Academic Family Medicine (DAFM).

Nature of Work: Reporting to the manager, medical education with workflow supervision through the Regina site director, in coordination with the Regina program administrator, with accountabilities to the DAFM program director; this position interacts with diverse groups of individuals including faculty, trainees, and staff at all training sites. It is expected that the incumbent will have excellent interpersonal skills, and attention to detail in maintaining records and correspondence. Work is performed with general supervision in a fast-paced environment, subject to multiple conflicting deadlines and priorities, with frequent interruptions. All staff work independently in addition to working as a team to provide administrative services required by postgraduate medical education programs. Occasional travel within Saskatchewan.

Typical Duties or Accountabilities:

• Under the general supervision of the program administrator, responsible for contributing to the day-to-day administration of the postgraduate program, acting on behalf of the program with necessary approval.
• In consultation with the site director and the program administrator, generate schedules, monitor and make approved changes to the annual resident schedules while ensuring each resident's schedule is compliant with the College of Family Physicians (CFPC), including elective scheduling.
• Participate in the implementation of training processes at all sites, including, but not limited to, organizing rotations to ensure effective delivery of education; disseminating information to applicants, updating program information on websites, assisting with applications for CaRMS processes; interview scheduling, interview day hosting.
• Work collaboratively with other program administrators to ensure cross coverage of duties as required.
• Monitor, tabulate, and report resident vacation/sick/time away from the program by facilitating appropriate paperwork and approvals; assist during PGY1 orientation; work with site director to ensure efficient delivery of educational rounds, scheduling needs, room bookings and communication of departmental academic half-days.
• Ensure timely dissemination and collection of resident assessments, ensuring face to face feedback is scheduled.
• Compilation of reports and program correspondence as required and requested.
• Prepare agendas, minutes, and track action items for meetings; prepare program calendar and resident manuals; create and maintain resident records efficiently through One45 and paper copies, as necessary, scheduling.
• In consultation with the site director and program administrator, ensure all work is compliant with university, college, and department policies and procedures, applicable regulations (CFPC) and accreditation standards, as well as necessary collective agreements (RDoS).
• Other duties as assigned.

Qualifications

Education: Completion of Grade 12 and a recognized post-secondary business/administrative program. An equivalent combination of education and experience may be considered.

Experience: One to three years of related experience in a health care environment in an administrative role. Knowledge of CFPC residency training programs and experience with One45 software is an asset. Experience working in diverse and inclusive environments is required. Knowledge of the University of Saskatchewan and Saskatchewan Health Authority rules, regulations and procedures would be an asset. Demonstrated experience working in One45 would be an asset.

Skills: Ability to work independently and collaboratively in a confidential team environment with a demonstrated commitment to ongoing program development. Coordinating and undertaking 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. The candidate should 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 and Outlook, One45 Software, and other University and Health Authority systems/software.

Department: Family Medicine (Regina)


Status: Term 4 months with the possibility of extension


Employment Group: CUPE 1975


Shift: Monday to Friday 8-4:30


Full Time Equivalent (FTE): 1.0


Salary: The salary range, based on 1.0 FTE, is $23.35 – 30.61 per hour. The starting salary will be commensurate with education and experience.


Salary Family (if applicable): Operational Services


Salary Phase/Band: Phase 4


Posted Date: 11/22/2023


Closing Date: 12/12/2023 at 6:00 pm CST
Number of Openings: 1
Work Location: Regina

The successful applicant will be required to provide the following current verification(s) where 'Yes' is indicated below. Further information is available at:

Criminal Record Check: Not Applicable
Driver's License and Abstract Check: Not Applicable
Education/Credential Verification: Not Applicable
Vulnerable Sector Check: Not Applicable

The University is committed to employment equity, diversity, and inclusion, and are proud to support career opportunities for Indigenous peoples to reflect the community we serve. We are dedicated to recruiting individuals who will enrich our work and learning environments. All qualified candidates are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadian citizens and permanent residents will be given priority. We are committed to providing accommodations to those with a disability or medical necessity. If you require an accommodation to participate in the recruitment process, please notify us and we will work together on the accommodation request. We continue to grow our partnerships with Indigenous communities across the province, nationally, and internationally and value the unique perspective that Indigenous employees provide to strengthen these relationships. Verification of Indigenous Membership/Citizenship at the University of Saskatchewan is led and determined by the deybwewin taapwaywin tapwewin: Indigenous Truth policy and Standing Committee in accordance with the processes developed to enact the policy. Successful candidates that assert Indigenous membership/citizenship will be asked to complete the verification process of Indigenous membership/citizenship with documentation. The University of Saskatchewan's main campus is situated on Treaty 6 Territory and the Homeland of the Métis. We pay our respects to the First Nations and Métis ancestors of this place and reaffirm our relationship with one another. Together, we are uplifting Indigenization to a place of prominence at the University of Saskatchewan.

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