Academic Program Administrator

2 weeks ago

Edmonton, Canada University of Alberta Full time

**MED Family Medicine**:

- Competition No.

**S108649297**
- Posting Date

**Jan 10, 2023**
- Closing Date

**Jan 20, 2023**
- Position Type

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

**$51,055 to $69,342 per year**
- Grade

**08**
- Hours

**35**

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

This position has an end date of Jan 31, 2025 and offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

**Location - **North campus. 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.

**Department summary**

The UA family medicine residency program is nationally and internationally recognized as a leader in the provision of innovative and relevant family medicine education. The Care of the Elderly program is one of the enhanced skills third year programs which gives residents or physicians returning from practice experience and training in care of the elderly. This position is located at the Glenrose Rehabilitation Hospital in Edmonton.

**Position summary**

The Academic Program Administrator is responsible for coordinating, maintaining and supporting the enhanced skills postgraduate (six month - one-year residency program) for Care of the Elderly. This position requires both independent initiative and working within the residency program team to administer detailed and complex programs as well as projects required of this position. Under mínimal supervision and through the direction of the COE program director, this position requires the ability to work independently and have a high level of skill in organization, decision-making and communication (interpersonal, electronic and telephone). This 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. This position also reports to the director, specialized geriatrics, and provides administrative support for the division director and program director for Care of the Elderly. The incumbent provides a full range of secretarial and administrative support services to division members of the Care of the Elderly program.

**Duties**

i. Course/Rotation Administration
- Maintain confidential and complete resident files including evaluations, reports, references and correspondence;
- Coordinate rotation evaluations via web and paper-based systems;
- 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 the COE program director, faculty physicians/clinic preceptors and COE residents;
- Track and submit clinical preceptor stipends following resident electives;
- Receive requests for program information from interested applicants;
- Coordinate interviews of applicants in October with the COE Interview Committee;
- Request recruitment criteria documents and send applicant packages to the enhanced skills department who in turn will notify PGME;
- General maintenance and updates of the Care of the Elderly Diploma Program eClass website.

ii. Scheduling Process
- Coordinate the rotation scheduling of PGY3 residents in collaboration with other program administrators;
- Problem solve rotation conflicts;
- Schedule off-service rotations;
Coordinate physician and resident academic schedules;
- Contact residents before program start for vacation/rotation requests;
- Coordinate early resident meetings, orientation, research, rotations and electives for either the six month or year program;
- Coordinate with rotation coordinators, physicians and other disciplines to book rotations and electives;
- Update schedules continuously in resident calendar via Google Calendar;
- Arrange for senior resident room key;
- Send out and collect preceptor, rotation, and faculty evaluations using one45;
- Collect evaluations on preceptors and rotations and distribute every two years
- Schedule three evaluations between resident

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