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Administrative Support Specialist

2 months ago

Saskatoon, Saskatchewan, Canada University of Saskatchewan Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Support Specialist to join our team at the University of Saskatchewan. This is an exciting opportunity to provide administrative support to the Department of Medicine and contribute to the success of our academic programs.

Key Responsibilities
  • Provide day-to-day administrative support to the Department of Medicine, including the postgraduate subspecialty programs.
  • Coordinate meetings, events, and travel arrangements, as well as prepare agendas and take minutes.
  • Maintain accurate records and databases, and prepare a variety of correspondence.
  • Track and order office supplies, and manage the department's inventory.
  • Generate schedules and monitor changes to the annual resident schedules, ensuring compliance with Royal College of Physicians and Surgeons of Canada (RCPSC) training requirements.
  • Participate in the implementation of training processes, including organizing rotations and ensuring effective delivery of education.
  • Disseminate timely information to applicants, update program information on websites, and assist with applications for CaRMS processes.
  • Track learner assignments, assist during resident orientation, and work with Program Directors to ensure efficient delivery of educational rounds.
  • Coordinate and attend events and exams, managing scheduling needs and WebEx and room bookings.
  • Ensure timely dissemination and collection of resident assessments, and compile reports and program correspondence.
  • Prepare program calendar and resident manuals, create and maintain resident records efficiently through One45, and review and submit travel expense claims in Concur.
  • Develop and generate necessary documents, participate in the accreditation process, and ensure all work is compliant with University and College policies and procedures, applicable regulations, and accreditation standards.
Requirements
  • Completion of Grade 12 and a recognized one-year post-secondary business/administrative program.
  • Three to five years of related experience in a University setting in an administrative role.
  • Knowledge of Royal College Residency Training Programs and proficient writing, typing, and communication skills.
  • Experience in Microsoft Word, Excel, Sharepoint, Concur, and One45.
Skills
  • Ability to work independently and collaboratively in a highly confidential team environment.
  • Coordinating and undertaking multiple projects with competing demands and deadlines.
  • Exceptional interpersonal and communication skills.
  • Display an enthusiastic and self-motivated work-ethic.
  • Ability to recognize and recommend change in program policies/procedures.
  • Exceptional organizational, problem-solving, and decision-making skills.
  • Knowledge of office software, including MS Office, Excel, Internet, and E-mail, SharePoint, One45 Software, and other applicable University of Saskatchewan software.