Administrator, Office of The Provincial Head

**Administrator, Office of the Provincial Head**:
**Primary Purpose**: The Administrator, Office of the Provincial Head provides central executive, administrative, and professional support of administrative services and processes to the Office of the Provincial Head, Department of Academic Family Medicine.

**Nature of Work**: The Department of Academic Family Medicine (DAFM) 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, research, and administration. Reporting to the Director, Operations and Administration (DOA), and with accountabilities to the Provincial Head (PH), this position coordinates administrative services and activities of the Department and provides support to the PH within the College of Medicine. A departmental provincial headship involves leadership responsibilities in both the university and provincial health authority. Therefore, this position provides support and builds relationships within the context of large and complex organizations, including the University of Saskatchewan and the Saskatchewan Health Authority, and serves as a guide and resource to others who must navigate both environments.

To be successful, the incumbent must work consistently, meeting high standards of quality and precision. Professional working relationships must be established and maintained with a diverse group including students, residents, faculty, staff, health authority personnel and various other stakeholders throughout the province and at a national level. The work requires a proactive self-directed approach in a complex, academic and clinical environment with the ability to work and communicate effectively and cooperatively, by a variety of methods. The department is led through a distributed model with sites throughout the province; as such, this requires the ability to work effectively at a distance and at times may be required to travel within the province.

**Typical Duties or Accountabilities**:

- Effectively represent the Provincial Head and the Provincial Head’s Office (PHO) in all contacts, ensuring appropriate tone and interest are projected; identify and refer matters that require the attention of the PH or DOA; ensure effective communication, problem solving, and collaboration between other college of medicine departments and divisions, as it relates to matters of the DAFM and PHO; use judgment, confidentiality and discretion when handling sensitive issues
- Responsible for all day-to-day administrative coordination to the PH and matters related to office, including but not limited to the preparation of agendas and meeting minutes, track and execute action items and timelines, prepare briefing materials and issues management documents; conduct research and analyze supporting materials and produce and/or participate in the development of reports and supporting documents; monitor, draft and distribute incoming and outgoing PHO correspondence; ensure issues within the office are resolved, or referred as appropriate; provide necessary background and briefing information on documents requiring signature or further decision making; and reconcile PH travel related expenses
- Coordinate department meetings, Provincial Council, Executive Committee, department meetings and townhalls, Area Department Lead meetings, and similar as required; plan and assist in organizing departmental events including faculty retreats and preparing the annual departmental retreat
- Develop, oversee, and facilitate process to support the PH with USFA and medical faculty appointees with teaching appointments, renewals, reviews, promotions, and administrative processes; Act as a key resource to USFA and medical faculty appointees on matters related to collegial processes within the department by providing guidance in related matters
- Develop, implement, maintain, and refine a process for providing confidential learner and peer evaluations to USFA and medical faculty
- Support USFA related processes by collecting and submitting USFA faculty CV forms and relevant dossiers, including annual Assignment of Duties forms, tracking USFA faculty vacation and professional development days; assist the PH with USFA faculty teaching appointments (recruitment and orientation), probations, renewals, salary reviews, promotion and tenure (case files) and related administrative processes
- Coordinate Medical Faculty Appointee periodic review forms and relevant documents along with contract reviews and renewals, in collaboration with the college of medicine
- Support the Undergraduate and Postgraduate faculty recruitment processes; engage with faculty members on varied departmental academic matters; provide information and guidance on processes to potential faculty members and academic leaders within the department
- With direction from the PH and DOA, maintain, update, and communicate de