Program Administrator, North East Residency Program, Family Medicine

Primary Purpose: To provide administrative/clerical support to the North East Site Director relating to Postgraduate Medical Education (PGME) in the College of Medicine, Department of Family Medicine (DFM).  The North East residency site encompasses the Humboldt, Melfort, and Nipawin region.

Nature of Work: Reporting to the Manager, Medical Education with workflow supervision through the North East Site Director, with accountabilities to the DFM Program Director; this position interacts with diverse groups of individuals including faculty, trainees, and staff at all training sites. It is expected that the incumbent will have excellent interpersonal skills, and attention to detail in maintaining records and correspondence.

Work is performed with general supervision in a fast-paced environment, subject to multiple conflicting deadlines and priorities, with frequent interruptions. All staff work independently in addition to working as a team to provide administrative services required by postgraduate medical education programs. Occasional travel within Saskatchewan will be required, including travel between Humboldt, Melfort, and Nipawin and to provincial/national meetings or events. Travel may also be required for simulation (SIM) days and other resident academic activities.

Typical Duties or Accountabilities:

• Responsible for contributing to the day-to-day organization and administration of the postgraduate program, often acting on behalf of the program with necessary approval
• The incumbent is the primary administrative point of contact for the Department of Family Medicine, North East training site
• In consultation with the site director, monitoring and making approved changes to the annual resident schedules while ensuring each residents' schedule is compliant with the College of Family Physicians (CFPC) training requirements and in alignment with necessary collective agreements (RDoS), as well as University and College policies
• The incumbent will ensure processes within the program are adhered to as well as make recommendations to the program director for changes in clerical processes to enhance the operations of the program and will incorporate process changes as appropriate
• Gather data and create correspondence, on behalf of the program/program director/site director
• Participate in the implementation of training processes at all sites, including, but not limited to, organizing rotations to ensure effective delivery of education
• Disseminate information to applicants, update program information on websites, and assist the program director by administering CaRMS processes (including interview support)
• Monitor, tabulate and report resident vacation/sick/time away from the program; organize and assist in all events regarding PGY1 orientation week
• Ensure timely dissemination and collection of resident assessments, ensuring face-to-face feedback is scheduled on a quarterly basis. Provide for, facilitate, and follow up quarterly resident feedback sessions
• Compilation of reports and program correspondence, occasionally on behalf of the program director, the residency training committee, the academic half day committee meetings; 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 as well as other duties as assigned
• Develop and generate necessary documents (accreditation, data reports, 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 (CFPC) and accreditation standards as well as necessary collective agreements (RDoS)
• Assist in the tracking of program and resident expenditures and submit travel authority and expense requests on behalf of residents and the program director
• Collect and submit resident call schedules for stipend payments. Proctor resident exams
• Orientate new residents and arrange off-service residents and other visiting rotations
• Attendance at regularly scheduled PGME PA meetings is expected
• Travel to National conferences and local workshops may be required. Distributed site program travel may be required
• Other related duties as assigned

Qualifications

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

Experience: One to three years of related experience in a University Health Care environment in an administrative role. Knowledge of CFPC Residency Training Programs and experience with One45 software.  

Skills: Ability to work independently and collaboratively in a highly confidential team environment with a demonstrated commitment to ongoing program development. Coordinating and undertaking multiple projects with competing demands and deadlines while maintaining a high degree of efficiency and accuracy. Exceptional interpersonal and communication skills – both written and verbal. The candidate should be enthusiastic and self-motivated. Ability to recognize and recommend changes in program policies/procedures which result in improved delivery of administration. Exceptional organizational, problem-solving, and decision-making skills. Knowledge and proficiency in office software including MS Office and Outlook, Zoom, One45 Software, and other University and Health Authority systems/software.

Department: Family Medicine
Status: Permanent

Employment Group: CUPE 1975

Shift: Mon-Fri, 8:00-4:30

Full Time Equivalent (FTE): 1.0

Salary: The salary range, based on 1.0 FTE, is $ per hour. The starting salary will be commensurate with education and experience.
Salary Phase/Band: Phase 5

Posted Date: 11/14/2025

Closing Date: 11/27/2025 at 6:00 pm CST
Number of Openings: 1
Work Location: May be eligible for hybrid work under the terms of USask's Alternative Workspace Guidelines

The University of Saskatchewan aspires to be what the world needs and embraces equity, diversity and inclusion as foundational to excellence and innovation. We actively seek to create a welcoming environment where all individuals feel empowered to thrive, contribute, and grow. Applications from equity-deserving groups are encouraged as part of our ongoing efforts to reflect the diversity of the communities we serve: EDI Framework for Action.
We continue to grow our partnerships with Indigenous communities across the province, nationally, and internationally and value the unique perspective that Indigenous employees provide to strengthen these relationships. Verification of Indigenous Membership/Citizenship at the University of Saskatchewan is led and determined by the deybwewin | taapwaywin | tapwewin: Indigenous Truth policy and the Standing Committee in accordance with the processes developed to enact the policy. Successful candidates that assert Indigenous membership/citizenship will be asked to complete the verification process of Indigenous membership/citizenship with documentation.
The University of Saskatchewan provides an accessible and inclusive workplace. Should you require support through any stage of the recruitment process, please contact Human Resources for assistance.