Program Administrator, Core Internal Medicine presso University of Saskatchewan

Nature of Work:  Reporting to the department Finance and Administration Manager (FAM) or PGME Operations Manager and accountable to the Program Director, Finance and Administration Manager, PGME Operations Manager and Associate Dean, PGME, this position interacts with a diverse group of individuals including faculty, trainees, and staff at all sites of training.  It is expected that the incumbent will have excellent interpersonal skills, 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 Director and/or FAM) by determining program processes, 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 and may be shared with other departmental clerical support staff; collaboration with team members is required to successfully provide program support required by the program/department.

Typical Duties: The Program Administrator will ensure processes within the program are adhered to and help to identify recommendations to the program for change in clerical process to enhance the operations of the program.  Typical duties may include but are not limited to:

• Responsible for the day-to-day organization of the Core Internal Medicine postgraduate program, sometimes acting on behalf of the program or program director with necessary approval.
• Overall curriculum oversight (scheduling, tracking, and/or facilitating OSCEs, Procedures, SIMs, RaPID, TIPS, AHD, NEJM Exams). Coordinate and support academic events, ensuring timely dissemination, collection, and follow-up of resident assessments. Create and maintain resident records efficiently through One45, Elentra, and paper copies, as necessary.
• A strong, specialized working knowledge of Royal College accreditation standards, the RDOS collective agreement, CaRMS (Canadian Resident Matching Service), PGME (Postgraduate Medical Education), as well as program processes and policies, is imperative.
• Monitor, tabulate, and report resident vacation, sick leave, and time away from the program.
• Assist with administering CaRMS processes, including but not limited to interview day support.
• Coordinate and support Resident Research Day.
• Track resident attendance for teaching rounds and PGME-required courses.
• Submit part-time teaching hours for faculty.
• Ensure efficient delivery of scheduling needs, room bookings, and communication of Department Grand Rounds in alignment with the program curriculum.
• Develop and generate necessary documents supporting the accreditation process.
• Participate in the implementation of training processes at all sites.
• Prepare resident manuals, upgrade forms, templates, policies, and guidelines.
• Coordinate meetings, including setup, agenda preparation, minute-taking, and tracking action items.
• Assist in tracking program expenditures.
• Manage the USask Purchase Card effectively and submit timely monthly reconciliations as required.
• Ensure all work is compliant with University and College policies and procedures, applicable regulations (RCPSC), accreditation standards, and collective agreements (RDOS).
• Attendance at regularly scheduled PGME Program Administrative Assistant (PAA) meetings and participation in the PGME PAA mentorship program are expected.
• Travel to national conferences, local workshops, and distributed program sites may be required.
• Assist other team members by collaborating effectively with team members, contributing to group initiatives and supporting shared goals as needed.
• Other related duties as assigned.

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

Experience: Five to seven years of related experience in a University/Academic health Care setting in a program support role is required.  Experience working and collaborating in a diverse environment is also required. Knowledge of Royal College Residency Training Programs, familiarity with accreditation processes, collective agreements, and experience with One45, Elentra, and CONCUR software would be considered an asset.

Skills: Ability to work independently and collaboratively in a highly confidential 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, proactive and action-oriented.  Ability to utilize critical thinking in decision making and to recommend change in program policies/procedures which result in the improved delivery of administration.  Exceptional organizational, problem-solving and decision-making skills.  Strong working knowledge of office software including MS office, Excel, Internet, and E-mail are required.

Inquiries regarding this position can be directed to Joan Aquino at 306-844-1130