Administrative Support Specialist, College of Medicine
3 weeks ago
Administrative Support Specialist, College of Medicine
The Saskatchewan International Physician Practice Assessment (SIPPA) program is a recognized leader in evaluating qualified internationally trained family physicians, ensuring they possess the necessary knowledge, skills, and suitability to practice effectively and safely within the Canadian healthcare system. SIPPA operates within the College of Medicine, Division of Continuing Medical Education, and adheres to the Medical Council of Canada's National Assessment Collaboration Practice Ready Assessment framework. The SIPPA program encompasses applicant screening and selection, orientation to family practice in Saskatchewan, assessments for practice readiness, and ongoing supervision during clinical practice until the physician achieves regular licensure. Annually, up to 150 physicians engage in various stages of the program while practicing in rural Saskatchewan.
Primary Objective: To deliver efficient and exemplary administrative assistance to the comprehensive SIPPA program.
Nature of Responsibilities: Reporting to the program manager and collaborating with faculty and staff, this role entails a variety of tasks that are complex and time-sensitive. The incumbent must demonstrate the ability to work independently as well as collaboratively within a team. Work must consistently meet high standards of accuracy in a dynamic environment characterized by continuous change and frequent interruptions. The position is deadline-driven and highly detailed, necessitating strong prioritization skills to meet timelines. Excellent communication and interpersonal skills are crucial, and the professional image of the SIPPA program must be upheld. Discretion is essential as the role involves access to confidential information.
Key Duties and Responsibilities:
Foster collaborative relationships with staff, faculty, physician assessors, and physicians involved in the SIPPA program. Ensure accurate, professional, and timely delivery of information, address inquiries, and provide administrative support to these stakeholders. Assist with general office operations, including managing multiple email accounts, filing, data entry, updating contact lists, processing invoice payments, and procuring office supplies, ensuring appropriate items and proper approvals. Draft and distribute confidential correspondence to physicians at various stages of the selection, assessment, and supervision process. Monitor, track, and troubleshoot monthly one-on-one sessions for physicians under supervision. Follow up with physicians who miss scheduled sessions. Plan and coordinate administrative tasks for SIPPA's triannual Advisory Committee, including scheduling meetings, gathering or creating background materials, and taking minutes. Provide logistical planning and administrative support for the annual SIPPA Symposium event. Create and update work standards related to the role and remain current with procedures at the University of Saskatchewan. May oversee and coordinate the work of other administrative positions. A commitment to teamwork and a positive attitude are essential, along with the ability to cultivate and maintain positive working relationships and contribute to the development of others. Engage in projects and perform other duties as assigned.Education Requirements: Completion of Grade 12 and a recognized post-secondary business administration program is required. A combination of education and experience may be considered.
Experience Requirements: Three to five years of relevant administrative experience in an academic, health, government, or large institutional environment is required. Experience in a diverse and inclusive setting is necessary. Proven ability to work effectively in a high-volume, high-interruption, time-sensitive environment while being continuously responsive is essential. Familiarity with the University of Saskatchewan environment and an understanding of the Saskatchewan healthcare landscape is advantageous. Experience with booking systems, data repositories, and records management is also beneficial.
Skills Required: Exceptional organizational skills with a demonstrated ability to manage multiple projects in an evolving and innovative environment while balancing competing demands, priorities, and tasks; proven aptitude for working successfully in a team-oriented environment; sound judgment, tact, discretion, and professional integrity; exemplary interpersonal and communication skills (both verbal and written); strong attention to detail; reliability, dependability, and self-motivation with the ability to be flexible and responsive within a dynamic workplace; ability to work independently, take initiative, and anticipate future needs and issues; proven problem-solving capabilities; high proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and video conferencing tools. Familiarity with One45, RedCap, and Canvas is an asset.
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