Program Administrator, Obstetrics and Gynecology

4 months ago

Saskatoon, Canada University of Saskatchewan Full time

**Program Administrator, Obstetrics and Gynecology**:
**Primary Purpose**: The Program Administrator (PA) for a Residency Program at the University of Saskatchewan is responsible for providing high-level specialized program support to the department regarding postgraduate medical education.

**Nature of Work**: Reporting to the Senior Program Administrator and the Clinical Manager of Obstetrics and Gynecology, this position interacts with a diverse group of individuals, including faculty, trainees, and staff at all training sites. The incumbent is expected to have excellent interpersonal skills and attention to detail in maintaining records and correspondence. This position will identify priorities, develop workflow strategies, and implement them to achieve daily objectives and long-term planning and objectives. The work is complex and is performed independently (with general guidance from the Program Director and FAM) by determining program processes and working within accreditation standards and resident collective agreement clauses. The PA will take the initiative to establish timelines and priorities to achieve goals and appropriate outcomes. Work will be performed in a fast-paced environment and may be shared with other departmental clerical support staff; collaboration with team members is required to provide program support needed for the program/department successfully.

**Typical Duties or Accountabilities**:

- Create and maintain off-service resident schedules and leave requests while on obstetrics and gynecology rotations.
- Administer OBGYN provincial postgraduate student elective training. Assist residents with credentialling and be a central monitor for postgraduate electives. Oversee the “flow of learners” throughout the province to ensure balance in elective learners.
- Gather data and create correspondence for the Program/Program Director.
- Participate in implementing training processes at all sites, including, but not limited to, organizing rotations to ensure the effective delivery of education.
- Maintaining the resident teaching, academic and meeting calendar.
- Assist with compilation of reports and program correspondence, sometimes on behalf of the Resident Research Director; prepare agendas and minutes and track action items for the Resident Research Committee meetings; coordinate and attend events and other duties as assigned.
- Provide administrative support to the Departmental Resident Research Director.
- Organize and assist with planning and executing the annual Resident Research Symposium with the Senior Program Administrator's assistance.
- Collect and submit resident expenses through Concur.
- In consultation with the Program Director, ensure all work is compliant with University and College policies and procedures, applicable regulations (RCPSC/CFPC), accreditation standards, and necessary collective agreements (RDoS).
- Collect and submit resident call schedules for stipend payments.
- Assist the Senior Administrator with proctoring resident exams and coordinate regular Objective Structured Clinical Exams (OSCE).
- Assisting the Senior Administrator with the CaRMS processes and being present during the interview process.
- Attendance at regularly scheduled PGME Program Administrator’s meetings is expected.
- Travel to National Conferences and local workshops may be required.
- Distributed site program travel may be required.
- Other related tasks as assigned by the Senior Administrator

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

**Experience**: Five to seven years of related experience in a University/Academic Health Care setting in a program support role is preferred. Knowledge of Royal College/College of Family Physicians of Canada Residency Training Programs. Familiarity with accreditation processes, USask and RDoS collective agreements and experience with One45 software are assets.

**Skills**: Ability to work independently and collaboratively in a highly confidential team environment with a demonstrated commitment to ongoing program development while maintaining attention to detail and accuracy. Coordinate and undertake multiple projects with competing demands and deadlines while maintaining high efficiency and accuracy. Exceptional interpersonal and communication skills - both written and verbal. Should be enthusiastic and self-motivated. Ability to recognize and recommend changes 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, Excel, Internet and E-mail, One45 Software, SharePoint and other University and Health Authority systems

**Department**: Obstetrics and Gynecology
**Status**: Term 11 Months with the possibility of extension
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