Program Administrator, Department of Physical

**Program Administrator, Department of Physical Medicine and Rehabilitation**:
**Primary Purpose**: To provide high level specialized program support to the Program Directors and Department relating to postgraduate medical education and undergraduate medical education in the Department of Physical Medicine and Rehabilitation.

**Nature of Work**: Responsible for the day-to-day organization of the postgraduate and undergraduate programs, often acting on behalf of the programs with necessary approval. In consultation with the Program Directors, generating schedules, monitoring and making approved changes to the annual resident and medical student schedules while ensuring that their schedules are compliant with Royal College of Physicians and Surgeons of Canada (RCPSC)/College of Family Physicians of Canada (CFPC) training requirements and undergraduate requirements for training.

The Program Administrator will ensure processes within the program are adhered to as well as make recommendations to the Program Directors for change in administrative processes to enhance the operations of the program, and will also incorporate process changes as appropriate. Gather data and create correspondence on behalf of the Program/Program Directors.

This position may be involved in sensitive and confidential issues/meetings related to trainee performance.

**Typical Duties or Accountabilities**:

- Participate in the implementation of training processes at all sites, including, but not limited to, organizing rotations to ensure effective delivery of education and learning experiences.
- Preparation of OSCE evaluation.
- Disseminating information to applicants,
- Updating program information on websites.
- Assisting the Residency Program Director by administering CaRMS processes.
- Interview scheduling and interview day hosting.
- Monitoring, tabulating and reporting of resident vacation/sick/time away from the program.
- Assisting during PGY1 and other resident orientations.
- Working with the Residency Program Director to ensure efficient delivery of educational rounds, scheduling needs, room bookings.
- Develop and maintain resident after-hours call schedules in collaboration with the chief resident and Department Head.
- Working with the Director of Professional Development and Chief Resident to organize and deliver Department Grand Rounds and the Visiting Professor program,
- Arranging catering and booking venues for educational events.
- Liaise and coordinate with Health Authority and University Virtual Services for educational purposes.
- Ensure timely dissemination and collection of resident assessments, ensuring face to face feedback is scheduled.
- Compilation of reports and program correspondence, sometimes on behalf of the Program Director and Residency Program Committee.
- Prepare agendas, minutes, and track action items for meetings.
- Prepare program calendar and resident manuals.
- Create and maintain resident records efficiently through One45 and paper copies, as necessary.
- Coordinate and attend events.
- Schedule examinations.
- Develop and generate necessary documents (accreditation, etc.) and participate in the accreditation process, as necessary.
- In consultation with the Program Director, ensure all work is compliant with University and College policies and procedures, applicable regulations (RCPSC/CFPC) and accreditation standards as well as necessary collective agreements (RDOS).
- Prepare and advise Program Director on annual Residency Program budgeting, assisting in the tracking of program expenditures.
- Attendance at regularly scheduled PGME Program Administrator (PA) meetings is expected, as well as participation in the PGME PA mentorship program.
- Travel to National Conferences and local workshops may be required.
- Distributed site program travel may be required.
- With the respect to the Department’s Undergraduate Medical Education Program, the incumbent will be able to coordinate the Department’s Clinical Skills III course by preparing and updating course material.
- Updating One45 with course information.
- Updating the budget.
- Distributing evaluations.
- Creating master schedules.
- Coordinating preceptors, therapy instructors and volunteers and compiling student marks at the end of the term.
- Oversee and coordinate all medical student elective and shadowing requests for the Department.
- As this program is distributed across two sites, productive and regular communication with the distributed site program coordinator and administrative staff is required.
- Provide coverage for Office Manager in her absence and other duties as assigned.

**Education**: Completion of Grade 12 and a recognized post-secondary business administration/administrative assistant program. An equivalent combination of education and experience may be considered.

**Experience**: Two years of related experience in a University/Academic Health Care setting in a program support role is preferred. Knowledge of R