Clerical Assistant, College of Medicine chez University of Saskatchewan

Nature of Work: Reporting to the Manager, Regina Campus, with day-to-day direction from the Pre-Clerkship/Clerkship Administrative Coordinators, this position is a key part of the administrative team for the year two and year three/four Undergraduate Medical program for the College of Medicine.  This position provides extra support during busy periods to ensure tasks are completed in both Saskatoon and Regina. The incumbent works in a fast-paced environment, independently and as part of a team, while maintaining confidentiality. This position supports Distributed Medical Education (DME) throughout the province by ensuring they have the required clerical support for all academic sessions for year two and year three/four Coordinators in Regina.  The role is driven by constant deadlines, ongoing changes, and shifting priorities, and operates with moderate supervision and guidance from the Administrative Coordinators. 

Typical Duties or Accountabilities: This position supports all clerical aspects of UGME for year two learners and year three learners including, but not limited to:

• Clerical Support: Drafting, distributing, and collecting documentation and correspondence including emails to learners and faculty, supports orientation, rotation scheduling, courses, and other events as requested by the year two and year three/four Coordinators, or by the Support team of the UGME Associate Dean for year two and year three learners. This role ensures that the Master Schedule is up to date on all module information with accuracy and attention to detail
• Meeting Coordination: Preparing agendas, taking minutes, tracking and following up on action items. Including scheduling appointments, classes, small group seminars, meetings, etc. and ensures the necessary technology, catering, and space is provided for the year two and year three/four Coordinators
• Student Support: Collects and tracks student forms, evaluations, attendance, course completion, and assessments, while maintaining accurate databases and records. Responsible for managing and ensuring completion of the Medical Student Performance Record (MSPR) letters for year three and four/five students in tandem with a peer Clerical Admin Assistant
• Exam Invigilation: Supporting the administration of exams, create exam packages and act as emergency invigilator if needed, meet the invigilator and ensure exam processes are followed, and all incident forms and final exams are submitted per the related policies
• Administrative Assistance: Supporting the year two and year three/four Administrative Coordinators and UGME staff in Saskatoon on year two and year three/four concerns including, but not limited to, building cases for sessions, monitoring form and assignment status, documentation uploads to Canvas and Banner, create exam packages, report absences/late arrivals to course admins, material preparation for year three includes NBME exam supervision, Selected Topics in Medicine (STiM) quizzes, shadowing requests, and OSCE content, support year three Orientation and attend related meetings
• Program session and exam package creation. Document uploads to program software (Ex One45) such as data entry into One45
• Faculty Interaction: Acting as a resource for faculty, learners, and coordinators, processes payments for STiM sessions, and ensure accurate records of Year three and four non-MD invoices details for the Finance Coordinator
• Scheduling: Organizing appointments and room booking for classes, seminars, and meetings with necessary IT support
• Maintain exam rooms (supplies etc.) for sessions and request repairs and support as needed to maintain equipment

The incumbent will provide high level administrative support to all staff within the Undergraduate Office, ensuring the year two and year three/four Administrative Coordinators have all required support. This position interacts with and responds to requests from Regina and UGME Central leaders and team members while also acting as a resource for faculty, learners and department administrative assistants.  This position completes general office duties and other duties as assigned by the Administrative Coordinators.

All work is to be completed in accordance with medical education and College policies and processes with adherence to accreditation standards.

Education: Completion of Grade 12 and a recognized post-secondary administrative assistant program is required, and medical terminology training is an asset.

Experience: Three to five years of related experience. Proficiency with databases, Microsoft Office Word and Excel is required. Knowledge of University processes, including Unifi (financial software), One45 (academic software), Canvas, Banner, and student enrollment services would be an asset.

Skills: This role requires highly effective interpersonal skills coupled with the ability to develop and maintain working relationships with coworkers. Also, the ability to prioritize and function in a demanding setting with numerous, often competing deadlines; excellent verbal and written communication skills; ability to interact effectively with learners, faculty and other staff, handling interactions with professionalism (tact, discretion, confidentiality and cultural sensitivity); meticulous attention to detail; ability to recognize and analyze problems, to propose effective solutions and to refer issues to other staff as appropriate. Success in this role requires balancing the ability to work independently and as part of a team, recognizing both boundaries of the position, scope and opportunities for growth; following instructions, policies and procedures while exercising initiative; setting priorities and seeking assistance when needed. Applicants should demonstrate efficiency with Microsoft Office Software, and would benefit from knowledge of University and College procedures.

Inquiries regarding this position can be directed to Catherine MacKay-Wilson