Clerical Assistant

3 weeks ago

Saskatoon, Canada University of Saskatchewan Full time

**Clerical Assistant**:
**Primary Purpose**: To provide administrative support for the Medical Education program within the College of Medicine.

**Nature of Work**: Reporting to the Clerkship Administration Coordinator, UGME for daily tasks; with accountability to the Manager UGME, this position is an integral part of an administrative team. This role provides additional support to clerical staff in clinical departments at peak periods to ensure day to day administrative tasks are completed for Clerkship. The incumbent will work in a fast-paced environment and can work independently as well as part of a team while maintaining confidentiality. This position is driven by constant deadlines, continuous changes and shifting priorities. This position works independently with moderate supervision and day to day guidance from the Clerkship Administrative Coordinator. This position primarily supports year 3 of clerkship but will be cross trained to provide support to other areas.

**Typical Duties**:This position supports all clerical aspects of UGME Clerkship. The College of Medicine program is a distributed program in the province of Saskatchewan and this position works closely with other site and departmental support staff. All work is to be completed in accordance with UGME and College processes with adherence to accreditation standards.

**Tasks**:

- ** **Support all aspects of year 3 courses: including Core Rotations & Selected Topics in Medicine.
- NBME exam support includes ordering exams, scheduling proctors, and virtual/in-person invigilation.
- Schedules appointments, courses, small group seminars, meetings, and ensures the necessary technology, catering, and space is provided.
- Collecting documentation and correspondence, including, but not limited to, collecting student documentation and upload to Banner Document Management to student files.
- Tracks students individual course completion and assessments, including completion of the grade workbook.
- Responsible for the completion of the Saskatoon MSPR comments for core rotations.
- Processes payments and payroll, completes general office duties, and other duties as assigned

**Clerkship Competency Committee Support**:

- ** **Books meetings, sends calendar invites, drafts agendas, compiles minutes, tracks student progress, and distributes reports to track Clerks Entrustable Professional Activities.
- Work with Departmental Faculties of core rotations to accomplish EPA completion.

***Technical Duties**:

- ** **Ensure that One45/Elantra is accurate for year 3 of the medical education program.
- Utilize Canvas, Panopto, One45, Elantra, & Zoom to support course delivery.
- SharePoint to manage committee work, policies and procedures, student attendance, and MSPR’s

**Qualifications**

**Education**:Completion of Grade 12 and a recognized post-secondary administrative assistant program is required and training in medical terminology is an asset.

**Experience**:Three to five years of related experience is required. Proficiency with SharePoint, Microsoft Office Word and Excel is required. Experience working with One45/Elantra (curriculum management software) and SharePoint is required. Knowledge of University processes, including Unifi (financial software), Canvas, Zoom, Panopto, and Banner would be an asset. Experience working and collaborating in a diverse and inclusive environment is required.

**Skills**: This role requires highly effective interpersonal skills coupled with the ability to develop and maintain working relationships with coworkers. Also the ability to prioritize and function in a demanding setting with numerous, often competing deadlines; excellent verbal and written communication skills; ability to interact effectively with students, faculty and other staff, handling interactions with professionalism (tact, discretion, confidentiality and cultural sensitivity); meticulous attention to detail; ability to recognize and analyze problems, to propose effective solutions and to refer issues to other staff as appropriate. Success in this role requires balancing the ability to work independently and as part of a team, recognizing both boundaries of the position, scope and opportunities for growth; following instructions, policies and procedures while exercising initiative; setting priorities and seeking assistance when needed. Applicants should demonstrate efficiency with Microsoft Office Software and would benefit from knowledge of University and College procedures.

**This position is in scope of CUPE 1975.**

**Department**: College of Medicine - DnOffce
**Status**: Term 18 months with the possibility of extension or becoming permanent
**Employment Group**: CUPE 1975 - Restricted
**Shift**: 830-430 mon-fri
**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 Serv

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