Academic Program Administrator

1 month ago

Edmonton, Canada University of Alberta Full time

**MED Family Medicine**:

- Competition No.

**S108652484**
- Posting Date

**Jan 23, 2024**
- Closing Date

**Jan 30, 2024**
- Position Type

**Full Time - Grant Funded**
- Salary Range

**$51,821 to $70,382 per year**
- Grade

**08**
- Hours

**35**

This position is a part of the Non-Academic Staff Association (NASA).

This position has a term length of two years and offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

**Location - **Work primarily takes place at North Campus Edmonton. This role is hybrid with a mix of remote and in-person.

**Working for the University of Alberta**
- The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community._

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

**Working for the Department of Family Medicine**

The Department of Family Medicine is one of the top schools of family medicine in Canada responsible for educational innovations and research that have been adopted across Canada and internationally. We work hard, but always within an environment of professionalism and respect. Fun is encouraged. As an educational institution, we strongly promote skills and knowledge improvement for our staff, as well as the continuous improvement of our work. Innovation is expected.

**Position**

The Academic Program Administrator is responsible for coordinating, maintaining and supporting the postgraduate (2-year residency program) and undergraduate medical education programs for the Westview sites. The position requires both independent initiative and working within the residency program team to administer detailed and complex programs, as well as projects required of the position. Under mínimal supervision and through the direction of the centre director, the position requires the ability to work independently and have a high level of skill in organization, decision making and communication (interpersonal, electronic and telephone). The position also requires the ability to be proactive, creative, and work in a multi-task environment which is highly demanding in terms of pace and deadlines. The position reports to the team lead - residency program, and the centre director for day to day operational and program matters.

**Duties**
- Maintain confidential and complete resident files including evaluations, reports, references and correspondence.
- Miscellaneous projects (i.e., arranging photo sessions for residents, faculty/resident social activities, and redesigning and producing forms for program activities).
- Provide administrative support to centre directors, faculty physicians/clinic preceptors and approximately 45 family medicine residents including scheduling all site-specific academics, and ensuring physicians complete tasks and assessments in a timely manner.
- Act as the primary contact and resource for residents and medical student inquiries.
- Promote program and liaise with prospective students through recruitment activities.
- Recruit resident interviewers and tour guides.
- Prepare financial assistance requests on behalf of the program.
- Coordinate the rotation scheduling and Resident as Teacher sessions of PGY2 family medicine residents in collaboration with other program administrators.
- Assist the undergraduate administrators with scheduling medical students for urban family medicine electives, longitudinal clinical experiences and clerkship rotations.
- Identify rotation conflicts and propose and implement solutions.
- Schedule off-service rotations and incoming postgraduate electives.
- Coordinate family medicine clinic, physician, resident and student academic schedules.
- Coordinate integrated women’s health clinics and calls.
- Create and distribute all clinic call schedules and submit call stipends.
- Review and manage resident on-call timesheets for stipends to AHS Medical Affairs for each block.
- Compile data and prepare 4-month reports required by the Postgraduate Medical Education office.
- Organize, maintain and distribute evaluations of family medicine residents, students and residents rotating through family medicine utilizing web-based and paper systems.
- Collect and disseminate staff ev

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