Program Assistant

Program Assistant - Hematology Residency Training Program

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Job Summary

**A Brief Overview**
Reporting to the Program Director, the Program Assistant is responsible for coordinating the day-to-day operations of the Hematology Residency Training Program (HRTP). The Program Assistant ensures that all objectives of the program are met, and that the program functions within the structure outlined by the accreditation standards of the Royal College of Physicians and Surgeons of Canada (RCPSC).

This position acts as a first point of contact for admissions, and provides information and resources to students, parents, and other internal and external parties. This position administers the phases of the admissions cycle, including processing requests from applicants, and preparing and distributing correspondence and documents to program offices. This position assists students with the registration process, including identifying required documentation, and processing and signing documents, such as academic change forms and status changes on behalf of senior staff. This position also initiates and generates reports on admissions data.

**Job Description**:

**What you will do**
- Acts as a first point of contact for admissions, and provides information and resources to students, parents, and other internal and external parties.
- Administers the phases of the admissions cycle, including processing requests from applicants, and preparing and distributing correspondence and documents to program offices.
- Assists students with the registration process, including identifying required documentation, processing and signing documents such as academic change forms and status changes on behalf of senior staff.
- Initiates and generates reports on admissions data.
- Monitors transcripts and updates registration data.
- Provides administrative support to the department and/or unit.
- Participates in recruiting events and hosts webinars.
- Supports event logistics for program recruitment activities, including travel and hospitality arrangements and attendance data collection.
- Performs accounting and bookkeeping duties including accounts payable, invoicing, expenses, cheque requisitions, accounts receivable, and reports.
- Other duties as required in support of the department and/or unit.

**Required Education**
- Two-Year Community College Diploma.

**Required Experience**
- More than 2 years and up to and including 3 years of experience.

Consideration may be given to an equivalent combination of education and experience.

**Job Knowledge and Requirements**
- Knowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or work experience.
- Provide information that requires technical or administrative explanation or interpretation.
- Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain cooperation, before referring to others.
- Manage own work effectively and follows through on commitments, using the available resources.
- May distribute work to deliver objectives on time and to the highest standard and help others access resources to support goal achievement.
- Resolve recurring problems and situations using established procedure and guidelines.
- Bring forward problems, obstacles or challenges to work completion in a timely manners so deadlines continue to be met.
- Break down concrete issues into parts and selects best solution from clear alternatives and past practices.
- Acknowledge and respect diverse cultural traditions and beliefs.
- Question attitudes, comments and behaviours which are discriminatory and seeks out appropriate resources to remove these from the workplace.

Employment Equity and Accessibility Statement

**Skills**
- Attention To Detail
- Collaboration
- Communications
- Time Management

**Reference**
- 330324