Department Support, Clerical Assistant
2 months ago
Department Support, Clerical Assistant
Primary Purpose: To provide administrative/clerical support to the department of Medicine administrative office and Postgraduate Medical Education (PGME) subspecialty programs.
Nature of Work: Reporting to the Manager, the incumbent will provide administrative support to the Department of Medicine main office and subspecialty postgraduate programs, including acting as a resource person to faculty, residents and students regarding administrative policies and procedures of the PGME programs.
This position will interact with a diverse group of individuals including faculty, students, residents, and staff while reporting directly to the Finance and Administration Manager, and receiving day to day guidance from the Program Administrator and Program is expected that the incumbent will have excellent interpersonal skills, with strong attention to detail in maintaining accurate records and producing timely correspondence. The incumbent must be able to handle a heavy workload while meeting deadlines and managing continuous changes and shifting priorities. This position requires the incumbent to work independently and creatively in an ever-changing environment with constant interruptions while ensuring their work aligns with the team objectives provided by the program directors and program administrator. The successful applicant will have the ability to identify and set priorities in a highly active and complex environment basedon the required outcomes of the department.
Typical Duties or Accountabilities:
Provide day-to-day departmental administrative and leadership support (academic and clinical) including the postgraduate subspecialty programs (Cardiology, Rheumatology, Nephrology, GIM and Respirology). Booking meetings, spaces, and equipment for events, catering, preparing agendas and minute taking. Maintaining applicable databases and templates, and preparing a variety of correspondence Track and orders office supplies for the department Generate schedules, monitor 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) training requirements, and includes elective scheduling. Participate in the implementation of training processes including, but not limited to, organizing rotations to ensure effective delivery of education Disseminate timely information to applicants; update program information on websites; assist with applications for CaRMS processes; interview scheduling; interview day hosting Track learner assignments Assist during resident orientation Work with the Program Directors to ensure efficient delivery of educational rounds Coordinate and attend events & exams, managing scheduling needs; and WebEx & room bookings Ensure timely dissemination and collection of resident assessments, ensuring face to face feedback is scheduled Compile reports and program correspondence, sometimes on behalf of the Program Director and Residency Training Committee; help prepare meeting agendas, take minutes and track action items Prepare program calendar and resident manuals Create and maintain resident records efficiently through One45, as necessary Review and submit travel expense claims in Concur Develop and generate necessary documents (accreditation, etc.) and participate in the accreditation process, as necessary In consultation with the Program Directors, ensure all work is compliant with University and College policies and procedures, applicable regulations (RCPSC) and accreditation standards as well as applicable collective agreements (RDoS) Other related duties as assigned Education: Completion of Grade 12 and a recognized one year post-secondary business/administrative program. An equivalent combination of education and experience may be considered.
Licenses
Experience: Three to five years of related experience in a University setting in an administrative role is required. Knowledge of Royal College Residency Training Programs and proficient writing, typing and communication skills. Experience in Microsoft Word, Excel, Sharepoint, Concur and One45 is required.
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. Display an enthusiastic and self-motivated work-ethic. 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 office software including MS office, Excel, Internet and E-mail, SharePoint, One45 Software, and other applicable University of Saskatchewan software.-
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