Program Assistant, College of Medicine

**Program Assistant, College of Medicine**:
**Master of Physician Assistant Studies (MPAS)**

The Master of Physician Assistant Studies (MPAS) program is a new 2-year professional graduate program in the College of Medicine. The first year focuses on clinical science primarily in a classroom setting, while the second year is composed of clinical placements.

**Primary Purpose**: To provide clerical administrative support for the MPAS program, with a focus on Year 2 curriculum and clinical activities.

**Nature of Work**: Reporting to the MPAS Program Manager, with day-to-day direction from the Year 2 Curriculum Team and Education Program Specialist, this position is an integral part of the MPAS administrative team. The role involves managing shifting priorities, frequent interaction with faculty and students, and requires tact, accuracy, and strong organizational skills. The incumbent works in a fast-paced environment and must demonstrate the ability to work both independently and as part of a team, while maintaining strict confidentiality.

**Typical Duties or Accountabilities**:
**Year 2 Curriculum & Student Support**

- Provide clerical support for Year 2 faculty, including scheduling and communication of courses, academic half-days, and other teaching activities

- Support Year 2 orientation activities, including scheduling presenters, managing logistics, and preparing required materials
- Assist with clinical rotation scheduling, attendance tracking, and coordination of academic leave requests. Collect and track student forms, evaluations, attendance, and assessments; maintain accurate databases and records
- Support student-facing events and curricular activities as requested by the Year 2 curriculum team

**Committee & Administrative Support**

- Provide clerical support for Year 2 related committees, including preparing agendas, distributing materials, booking rooms/Zoom, taking minutes, and following up on action items
- Maintain committee records, SharePoint sites, and other program documentation
- Support the preparation and submission of teaching schedules from faculty and clinical preceptors

**Accreditation & Program Evaluation**

- Provide administrative support to the Education Program Specialist in accreditation and program evaluation processes
- Assist with data collection, document management, and preparation of reports required for accreditation review

**Exam & Assessment Support**

- Support the administration of examinations, including invigilation as needed, preparation of exam packages, and tracking compliance with exam procedures
- Act as a resource for faculty regarding evaluation rubrics, checklists, and administrative processes

**General Duties**

- Maintain effective working relationships with faculty, staff, and students, providing timely responses to inquiries
- Utilize systems such as One45/Elentra, Canvas, Banner, SharePoint, Zoom, and Outlook to support Year 2 course delivery and student tracking
- Perform other duties as assigned to support the overall success of the MPAS program

**Technical Duties**:

- Ensure that One45/Elantra data is accurate for the MPAS program
- Utilize Canvas, Panopto, One45, Elantra, and Zoom to support course delivery
- Use SharePoint to manage committee work, policies and procedures, and student attendance

**Education**:Completion of Grade 12 and a recognized post-secondary administrative assistant program is required. An equivalent combination of training and experience may be considered.

**Experience**:Three to five years of related experience is preferred. Proficiency with Microsoft Office Word and Excel is required. Experience working with One45/Elantra (curriculum management software) and SharePoint is an asset. Knowledge of University processes, including Canvas, Zoom, Panopto, and Banner would be an asset.

**Skills**: This role requires highly effective interpersonal skills coupled with the ability to develop and maintain working relationships with colleagues. Also, the ability to prioritize and function in a demanding setting with numerous, often competing deadlines; excellent verbal and written communication skills; ability to interact effectively with students, faculty and other staff, handling interactions with professionalism (tact, discretion, confidentiality, and cultural sensitivity); meticulous attention to detail; ability to recognize and analyze problems, to propose effective solutions and to refer issues to other staff as appropriate. Success in this role requires balancing the ability to work independently and as part of a team, recognizing both boundaries of the position, scope, and opportunities for growth; following instructions, policies and procedures while exercising initiative; setting priorities and seeking assistance when needed. Applicants should demonstrate efficiency with Microsoft Office Software and would benefit from knowledge of University and College procedures.

**Department**: College of Medicine
**St