Program Administrator, College of Medicine

The Department of Anesthesiology and the Department of Surgery are academic and clinical departments within the College of Medicine, University of Saskatchewan, and the Saskatchewan Health Authority. This role supports each department as a 0.5 FTE, for a combined 1.0 FTE.

Primary Purpose: The Program Administrator (PA) for the Department of Anesthesiology provides program support for planning and coordinating the clinical, academic and administrative functions of the Undergraduate Education Program.

The Program Administrator (PA) for the Surgical Foundations Program at the University of Saskatchewan is responsible for providing high level specialized program support to the Surgical Foundations Program Director within the Department of Surgery.

Nature of Work: Reporting to the Finance and Administration Managers (FAMs) and accountable to the Department Program Directors, this position interacts with a diverse group of stakeholders, including faculty, trainees, and staff across all training sites.

It is expected that the incumbent will have excellent interpersonal skills, and attention to detail in maintaining records and correspondence.  This position will identify priorities, develop workflow strategies and implement them to ensure daily objectives and long- term planning and objectives are achieved.  Work performed is complex and is performed independently, with general guidance from the Program Directors, FAMs, and the PGME & UGME Program Administrator in Anesthesiology, by determining program processes, and working within accreditation standards and resident collective agreement clauses. The PA will take initiative to establish timelines and priorities to achieve goals and appropriate outcomes.  Work will be performed in a fast-paced environment.  Collaboration with team members is required to successfully provide program support required by the program/department.

Typical Duties or Accountabilities:

Department of Anesthesiology:

Responsible for the day-to-day organization of the undergraduate program, often acting on behalf of the program with necessary approval. Duties include:

• Prepare and distribute orientation materials for core rotations and clinical electives for both USask and out-of-province clerks
• Coordinate all aspects of clerkship teaching, including identifying and confirming facilitators, booking rooms and videoconferencing, distributing teaching materials, monitoring attendance, following up with faculty, and liaising with other sites to ensure consistency
• Manage elective and shadowing requests by identifying available elective blocks within established learner capacity guidelines, responding to inquiries, and scheduling learners
• Track completion of Entrustable Professional Activities (EPAs) and required procedures, facilitating communication to ensure timely completion.
• Populate and maintain the weekly schedule and send necessary reminders to learners and faculty
• Collect, distribute, and process evaluation forms through One45 for core rotations and elective learners; follow up with students and preceptors to ensure timely completion
• Oversee coordination of the CUSEC elective, including scheduling, faculty assignments, and administrative support
• Coordinate with CLRC to book appropriate teaching spaces for clerkship sessions
• Coordinate Tri-Site meetings by scheduling dates/times, distributing agendas, recording minutes, and tracking and following up on action items
• Assist in preparing and submitting accreditation documentation, ensuring compliance by maintaining accurate records and reports
• Maintain detailed records related to learner capacity, elective participation, clerkship evaluations, and academic progress; generate and distribute related reports
• Conduct surveys and manage faculty and staff evaluations through One45; collaborate with other Program Administrators to ensure consistency in One45 processes
• Facilitate onboarding new medical trainees by providing guidance on program expectations, policies, and available resources
• Coordinate meetings, events, and faculty engagements related to UGME
• Proctor the Anesthesia exam
• Attend required meetings, including weekly department Program Administrator meetings and quarterly UGME meetings
• Other duties as assigned

Department of Surgery:

Support for Program Directors, Residents, Faculty and Program throughout the Academic Year

• Responsible for the day-to-day organization of the surgical foundations program, often acts on behalf of the program with necessary approval
• Gather data and create correspondence on behalf of the program/program director
• Assist during resident orientations
• Ensure access to/troubleshoot challenges with necessary learning platforms used by residents
• Support resident wellness, provide academic support, encourage growth opportunities and support learning development for residents
• Participate in the implementation of training processes at all sites including, but not limited to, organizing rotations to ensure effective delivery of education
• Monitor, tabulate, and report resident vacation/sick/time away from the program
• Assist in process for residents in difficulty, liaising with the resident and program director for remediation and extended learning plans
• Work with the Program Director to ensure efficient delivery of educational rounds, scheduling, learning sessions, room bookings and communication of Department Grand Rounds that align with the program curriculum
• Support elective/rotation planning – rotations and local, out of province electives and off-service electives
• Prepare program calendar
• Prepare resident manuals, upgrade forms, templates, policies and guidelines
• Coordinate and attend events

Scheduling:

• In consultation with the Program Director, prepare schedules and make approved changes to the annual resident schedules while ensuring each resident's schedule is compliant with Royal College of Physicians and Surgeons of Canada (RCPSC)/College of Family Physicians of Canada (CFPC) training requirements
• Schedule examinations

Support for Evaluation and Examination:

• Ensure timely dissemination and collection of resident assessments
• Facilitate 6-month progress reports
• Ensure face to face feedback is scheduled
• Compile year-end summary reports (ie: faculty, CanMeds and Resident Evaluations)
• May assist with creating exams for residents
• This position may be involved in sensitive and confidential issues/meetings related to trainee performance

Knowledge of Policies:

• Ensure processes within the program are adhered to, make recommendations to the Program Director for change in clerical process to enhance the operations of the program, and incorporate process changes as appropriate

Electronic Platforms:

• Liaise and coordinate with Telehealth
• Create and maintain resident records efficiently through One45
• Utilize Elentra for assessment, evaluation and CBE tracking (future functionality will include curriculum mapping and scheduling features)
• Update CanAMS (Accreditation Management System) regularly
• Have strong knowledge base and experience with virtual platforms such as Zoom

Education: Completion of Grade 12 and a recognized post-secondary business administration/administrative assistant program. 

Experience: Five to seven years of related experience in a University/Academic Health Care setting in a program support role is preferred. Familiarity with accreditation processes, USask and RDoS collective agreements and experience with One45 software are assets.

Skills:

• Ability to work independently and collaboratively in a team environment with a demonstrated commitment to ongoing program development while maintaining attention to detail and accuracy
• 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 change in program policies/procedures which result in the improved delivery of administration
• Exceptional organizational, problem-solving and decision-making skills
• Knowledge of University of Saskatchewan Policies and Procedures, MS office, Excel, Teams, SharePoint and Outlook. Experience with one45 would be an asset
  
  Inquiries regarding this position can be Shona den Brok at  or Geoff Luczka .

Department: College of Medicine
Status: Permanent

Employment Group: CUPE 1975

Shift: Monday-Friday, 37.5 hours per week during the hours of 8:00-4:30pm.

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 Family (if applicable): Operational Services

Salary Phase/Band: Phase 5

Posted Date: 12/17/2025

Closing Date: 1/13/2026 at 6:00 pm CST
Number of Openings: 1
Work Location: On Campus

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.