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Administrative Support Specialist, Postgraduate Medical Education
2 months ago
Administrative Support Specialist, Postgraduate Medical Education
Primary Objective: To assist in the overall administrative functions within the Postgraduate Medical Education (PGME) office and offer collaborative support to the Associate Dean, Manager, Coordinators, and PGME team members.
Nature of Responsibilities: Reporting to the Manager of Postgraduate Medical Education (PGME), this role is tasked with providing initial contact and comprehensive administrative assistance to ensure the efficient execution of various tasks and projects. Responsibilities include reception duties, scheduling, logistical coordination, event planning, human resource support, educational processes, resident assistance, and communications. The ideal candidate will work closely with the PGME Manager and collaborate with team members to effectively plan and organize workflows, ensuring that essential deadlines are consistently met throughout the year. The position requires the ability to perform under pressure in a fast-paced environment. Duties encompass a wide range of responsibilities that involve managing multiple conflicting priorities, peak periods, strict deadlines, interruptions, and situations that necessitate independent work as well as teamwork. Tasks may involve highly sensitive and confidential information, requiring the incumbent to exercise sound judgment and make decisions in accordance with established policies and best practices. The role necessitates the establishment and maintenance of professional relationships with a diverse group, including PGME staff, medical residents, program directors, program administrators, faculty and staff from the College of Medicine, the university community, and external stakeholders.
Typical Responsibilities:
Oversee multiple mailboxes and direct relevant information to the appropriate channels for action. Provide reception services for the PGME office, including welcoming visitors, receiving deliveries, and initiating facility requests. Monitor and procure office supplies, IT equipment, and other necessary items for the PGME team. Schedule and coordinate logistics for committee meetings, events, and the PGME Manager, including: booking virtual meetings, meeting rooms, and videoconference/IT support; preparing and distributing agendas and meeting packages; documenting minutes and ensuring action items are assigned and completed. Offer administrative and logistical support for PGME projects, initiatives, events, research, and communications, including: preparing project timelines, tracking documents; coordinating and confirming logistics for events, managing the invitation process; distributing communications via email and other channels. Collaborate with Coordinators, PGME administrators, and Program Administrators to gather data, maintain, and ensure the accuracy of resident files. Distribute surveys and collect evaluations for trainees, speakers, and programs. Compile and ensure accurate data entry of summative reports. Provide administrative support for the contract development and renewal process. Assist in continuous improvement projects and initiatives. Help maintain office space and equipment, troubleshooting as necessary. Foster a respectful, organized, and tidy work environment. Perform other duties as assigned, including providing coverage for other administrators when required.Education: Completion of Grade 12 and a recognized one-year post-secondary business/administrative program is required. An equivalent combination of education and experience may be considered.
Experience: Two to four years of relevant experience, preferably in a university or academic healthcare setting is required. Demonstrated proficiency in Microsoft Office (Word, Excel, PowerPoint, Access), Microsoft Outlook, SharePoint, and Teams and/or Zoom is required. Familiarity with university systems is also essential. Experience in a diverse and inclusive environment is necessary. Experience with communications in a professional setting is advantageous.
Skills:
Exhibit professional maturity, judgment, and decisiveness, with the ability to be self-directed and take initiative. Display strong organizational and time management skills, with a proven ability to manage high-volume workloads and multiple projects with competing demands and deadlines. Demonstrate the ability to manage projects and prioritize tasks to ensure timelines are met. Possess effective interpersonal and communication skills, both written and verbal. Maintain meticulous attention to detail and ensure accuracy. Build relationships effectively, working independently as well as collaboratively. Handle interactions with tact, diplomacy, and intercultural sensitivity, while maintaining confidentiality. Interact effectively with medical residents, program staff, university personnel, and the general public. Recognize and implement changes in policies/procedures and best practices that enhance administrative delivery. Knowledge of university policies and procedures is an asset.Strong computer skills, including typing and proficiency with Microsoft Office software (Word, Excel, PowerPoint, Outlook) are essential.
