Program Assistant, Swift Current
University of Saskatchewan
Location
Swift Current, SK | Canada
Job description
Program Assistant, Swift Current
Primary Purpose: To provide administrative/clerical support to the Swift Current site director(s) relating to Postgraduate Medical Education (PGME) and the Enhanced Skills (ES) Program in the College of Medicine, Department of Academic Family Medicine (DAFM).
Nature of Work: Reporting to the manager, medical education with direction from the Swift Current site director and Family Medicine Emergency Medicine site director, with accountabilities to the DAFM 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 and to national events may be required.
Typical Duties or Accountabilities:
- Responsible for contributing to the day-to-day administration of the postgraduate programs, often acting on behalf of the program with necessary approval. In consultation with the site directors, monitoring and making approved changes to the annual resident schedules while ensuring each resident’s schedule is compliant with the College of Family Physicians (CFPC), including elective scheduling
- Coordinate scheduling of post graduate academic obligations around the clinical obligations of the site directors
- In collaboration with the ES coordinator and ES program director, supporting Emergency Medicine learners in Swift Current
- Participate in the implementation of training processes at all sites, including, but not limited to, organizing rotations to ensure effective delivery of education; disseminating information to applicants, updating program information on websites, assisting with applications for CaRMS processes; interview scheduling, interview day hosting
- Work collaboratively with other departmental assistants to ensure cross coverage of duties as required
- Monitoring, tabulating, and reporting of resident vacation/sick/time away from the program, learner related data, facilitating appropriate paperwork and approvals; assisting during PGY1 orientation; working with site director to ensure efficient delivery of educational rounds, room bookings and communication of departmental academic half-days
- Liaise and coordinate with Telehealth, Zoom, and/or MS Teams. Ensure timely dissemination and collection of resident assessments, ensuring face to face feedback is scheduled
- Compilation of reports and program correspondence. 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
- With direction from the site director, edit/manage changes to assessment materials
- In consultation with the site director and manager, ensure all work is compliant with University, College, and Department policies and procedures, applicable regulations (CFPC) and accreditation standards, as well as necessary collective agreements (RDoS)
- Other 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 and/or Health Care environment in an administrative role. Knowledge of CFPC Residency Training Programs and experience with One45 software. Experience working in a diverse and inclusive work environment 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. 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 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: Monday - Friday 8-4:30
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $23.35 - 30.61 per hour. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Operational Services
Salary Phase/Band: Phase 4
Posted Date: 2/14/2024
Closing Date: 3/5/2024 at 6:00 pm CST
Number of Openings: 1
Work Location: Swift Current
The successful applicant will be required to provide the following current verification(s) where 'Yes' is indicated below. Further information is available at:
Criminal Record Check: Not Applicable
Driver's License and Abstract Check: Not Applicable
Education/Credential Verification: Not Applicable
Vulnerable Sector Check: Not Applicable
The University is committed to employment equity, diversity, and inclusion, and are proud to support career opportunities for Indigenous peoples to reflect the community we serve. We are dedicated to recruiting individuals who will enrich our work and learning environments. All qualified candidates are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadian citizens and permanent residents will be given priority. We are committed to providing accommodations to those with a disability or medical necessity. If you require an accommodation to participate in the recruitment process, please notify us and we will work together on the accommodation request. 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 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’s main campus is situated on Treaty 6 Territory and the Homeland of the Métis. We pay our respects to the First Nations and Métis ancestors of this place and reaffirm our relationship with one another. Together, we are uplifting Indigenization to a place of prominence at the University of Saskatchewan.
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