Department Assistant, Family Medicine

**Department Assistant, Family Medicine**:
**Primary Purpose**: The Department of Academic Family Medicine is a large, complex, provincially distributed medical education program in the College of Medicine at the University of Saskatchewan and is dedicated to excellence in patient care, teaching and learning, practice improvement and research, and administration. The Department Assistant supports central administrative and academic activities within the Department, in support of the Finance, Rural Divisions and to the Director, Operations and Administration.

**Nature of Work**: Reporting to the Finance Manager, the position works in a diverse, complex, and busy office environment requiring the ability to work and communicate effectively and cooperatively, by a variety of methods. The incumbent is expected to work independently in a team environment, use sound judgment to make decisions, and provide accurate information to all relevant stakeholders. Decisions are made based on established policies and procedures, with assistance provided by professional staff or academic leaders when interpretation is required or when complex issues arise. Work must consistently meet high standards of quality and precision. The Department is led through a distributed model with sites throughout the province; as such, this position requires the ability to work effectively at a distance.

**Typical Duties or Accountabilities**:
**Department Administration**: This position is part of a clerical support team, which provides support to multiple divisions within the Department. This position will support the rural directors, finance division, and director, operations, and administration.

Rural Division:
Providing administrative support to the Rural Directors (North and South), including attending/supporting the Rural Education Committee and other meetings as needed. Drafting a range of various documents like correspondence and minutes, collecting, and organizing necessary information for diverse documents and reports. Additionally, the position entails developing, planning, and managing rotation schedules for residents at rural sites, collecting and maintaining all information related to housing in rural sites, along with collecting and collating data from surveys and similar sources. It also involves maintaining records for rural Faculty and individuals engaged in practice improvement initiatives. Coordinating virtual and in-person meetings, utilizing platforms like Microsoft Teams and Zoom.

Finance Division:
Providing financial and accounting support for all current distributed sites belonging to DAFM (Saskatoon, Regina, Prince Albert, Swift Current, La Ronge, North Battleford and Moose Jaw) and any new sites as developed. This is a high volume geographical distributed department with financial and accounting responsibilities. Administrative, accounting and finance related support to the finance division. Supporting concur expense payment submissions by ensuring claims are complete and documents are scanned for internal processing (faculty, contract physicians, residents and staff)

Administrative support to Director, Operations and Administration:
Manages the director’s calendar and coordinates meetings; provides confidential administrative and clerical support to various special projects that include data and information collection/collation analysis; coordinating the review process for department policies and procedures; supports the director with development of operational system improvements, department growth and expansion initiatives; provides support for recruitment and onboarding process as needed; provides meeting and committee support by identifying and tracking action items.

General Office Duties:
This position supports the clerical aspects for the department including room and video conference bookings and set-up; order and maintain office supplies and furniture; copying and printing; and maintenance of department contact lists. Support and assist with event planning including, but not limited to Resident Scholarship Day, Faculty Scholarship Day, and virtual conferences.

**Qualifications**
**Education**: Completion of Grade 12 and a recognized post-secondary business/administrative program is required. General accounting course(s) would be beneficial. A combination of education and experience may be considered.

**Skills**: This role requires highly effective interpersonal skills coupled with the ability to develop and maintain working relationships with coworkers. Other skills required include: the ability to prioritize and function in a demanding setting with numerous, often competing deadlines; demonstrated 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); strong attention to detail; ability to recognize and analyze problems, propo