Clerical (Administrative) Assistant – PGME

University of Saskatchewan

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Primary Purpose: To provide administrative/clerical support to the postgraduate medical education (PGME) subspecialty programs in the Department of Medicine. 

Nature of Work: The incumbent will provide administrative support to the Department of Medicine subspecialty postgraduate programs and the administrator, 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 Directors. 

It 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 based on the required outcomes of the department. Working hours in this role will vary due to the nature of the position and flexibility will be required.

Typical Duties or Accountabilities: 

  • Provide day-to-day administrative support for the postgraduate subspecialty programs.
  • Distribute schedules, coordinate elective schedules. 
  • 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.
  • Prepare resident manuals.
  • Create and maintain resident records efficiently through One45, Elantra as necessary.
  • Review and submit travel expense claims in Concur, ensuring University of Saskatchewan policy.
  • 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)
  • Ensure functionality of resident spaces. 
  • 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.

Experience: Two to five years of related experience in an administrative support role within a health science setting preferred. Knowledge of Royal College Residency Training Programs an asset. Proficient writing, typing, communication skills, and experience in Microsoft 365 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.
  • Demonstrated critical thinking skills.
  • Ability to coordinate and undertake 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, that contributes to a positive working environment.
  • 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.

Inquiries regarding this position can be directed to Courtney Morrison 306-844-1130.

Department: Medicine (Department)

Status:
Term 12 months with the possibility of extension or becoming permanent

Employment Group:
CUPE 1975

Shift:
Monday to Friday hours vary. Some weekends may be required.

Full Time Equivalent (FTE):
0.5

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 Administrative

Salary Phase/Band:
Phase 4

Posted Date:
3/8/2023

Closing Date:
3/29/2023 at 6:00 pm CST
Number of Openings:
1
Work Location: On Campus

The successful applicant will be required to provide the following current verification(s) where ‘Yes’ is indicated below. Further information is available at: https://careers.usask.ca/tips-for-applying.php

Criminal Record Check: Not Applicable
Driver’s License and Abstract Check: Not Applicable
Education/Credential Verification: Not Applicable
Vulnerable Sector Check: Not Applicable

Please review the University of Saskatchewan’s health and safety requirements for faculty, staff andstudents in consideration of the COVID-19 pandemic.

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 jobsincanada.one taapwaywin jobsincanada.one 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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