Manager, Office Administration, Postgraduate

2 weeks ago

Calgary, Canada The University of Calgary Full time

**Position Overview**

The **Office of Postgraduate Medical Education** in the **Cumming School of Medicine** is currently seeking a Full-time Regular **Manager, Office Administration**.

The Office of Postgraduate Medical Education (PGME), Cumming School of Medicine, is accredited by the Royal College of Physicians and Surgeons (RCPSC) and the College of Family Physicians of Canada (CFPC). It oversees the education and training of 1250+ medical residents, fellows, international trainees, and visiting elective residents in 65 specialty and subspecialty residency programs in a variety of clinical and academic settings situated in five Calgary hospitals with collaborative relationships in metro and rural settings. Residency training programs vary in length from two to eight years, have independent education curricula, and are separately accredited according to the Royal College and College of Family Medicine mandated requirements.

The Manager, Administration, reports to the Senior Manager, Operations, Postgraduate Medical Education.

This position is fully responsible for the administrative and advisory support for the Associate Dean, the Assistant Dean and three Directors in the PGME office. The position manages the PGME Appeals process in collaboration with University of Calgary legal counsel and coordinates numerous special projects including regular multisource evaluations of all 65 Program Directors and faculty assessments for all clinical departments within the CSM. The position is responsible for all general administration aspects of the PGME office including special events for physician leads and directors, staff and residency program retreats, trainee orientation, etc.

**Position Description**

**Summary of Key Responsibilities** (job functions include but are not limited to):

- Functions at a managerial level and plays a pivotal role in the administrative operations of the PGME office and the Associate Dean
- Supervises and mentors support staff (Education and Learning Resource Specialist, Administrative Assistant) including recruitment, performance management, discipline or corrective action, and termination
- Specializes in Canadian Postgraduate Medical Education Policy and Procedures defined by the national accrediting bodies in Canada (RCPSC and CFPC), the AFMC, the University of Calgary and the CSM, with expert understanding of how the policies and procedures are implemented. Stays current with changes to these standards as the impact is critical to education and training of residents in Canada. Expert knowledge of these policies and procedures enables PGME operational activities and ensures successful outcomes
- Remains current with local, provincial and national policies and procedures relating to postgraduate medical education
- Performs an ancillary role in support of the Registration Manager to monitor and facilitate the re-entry, transfers, and flex funded educational positions in collaboration with AHS
- Acts as a resource internally and externally on the PARA contract to advise residency programs and address resident trainee concerns
- Provides guidance to resident trainees including issues involving evaluations/appeals, remediation and dismissals
- Attends and contributes to monthly PGME Committee meetings that include residency program directors, PGME physician leads and provincial government representatives
- Attends and contributes to the SAC Committee
- Assists with the preparation of quantitative reports, and the forecasting of numbers for budgeting and long-range planning, which are used by the PGME Office, the CSM, AHS, AH, the RCPSC, the CFPC, the AFMC.
- Liaises with the CSM Office of Advancement in the management of processes related to resident awards and annual PGME awards
- Facilitates a collaborative communication process and coordinates the dissemination of information to and from PGME, AHS, RCPSC, CFPC, CPSA, and Government of Canada
- Manages, advises, and mentors a complex set of relationships involving residents, fellows, clinicians, preceptors, program directors, program administrators, faculty and support staff regarding the policies and procedures of Canadian postgraduate medical education, the PGME office, the CSM and University of Calgary

**Qualifications / Requirements**:

- Post-secondary education is required
- Minimum of 5 years of related experience
- A combination of education and experience will be considered
- Prior experience working in Postgraduate Medical Education and experience in a university and/or health care environment is required
- Expert understanding of national and local postgraduate medical education policies and procedures
- Expert understanding of the University of Calgary's and the Cumming School of Medicine's Vision, Mission and Strategic Goals
- Demonstrated record of strong organizational and interpersonal skills
- Previous experience managing an office is an asset
- Demonstrated ability to provide leadership, mentorship and coun

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