Coordinator, Program Administrative Assistants

at  University of Saskatchewan

COORDINATOR, PROGRAM ADMINISTRATIVE ASSISTANTS

Primary Purpose: To oversee program administrative assistants in multiple residency training programs, and provide guidance, education and mentorship to all Program Administrative Assistants within the 24+ residency training programs in the College of Medicine. The position will also ensure program administration consistency amongst the distributed medical education sites within the province as it relates to the Postgraduate Medical Education Office processes. This position will aid in coordination and standardized training for all program administrative assistants within the college as it relates to PGME work.
Nature of Work: Reporting jointly to the Associate Dean, Postgraduate Medical Education (PGME) and the Operations Manager PGME, this position has a strong human resource component, and is responsible for the liaison, mentorship, training and educating of the residency program administrative assistants’ accountabilities to the Postgraduate Medical Education office; working collaboratively with Departmental Managers in the Program Administrator accountabilities with PGME work and aligning with CFPC and RCPSC accreditation standards. In consultation with the Associate Dean, PGME, Operations Manager, Departments and the Program Directors, this individual will update and maintain current practices and introduce continually changing practices, processes, procedures and enhancements in the administration of medical education to the Program Administrative Assistant team. The position will liaise with Program Administrative Assistants to create and implement program consistency and will also work with Program Directors and Department Managers in the workflow and performance management of the PGME administrative assistants.

ACCOUNTABILITIES:

• Build effective links between program administrative assistants involved with the residency training programs; programs are located in various locations throughout the province; this includes one on one meetings with program administrative assistants as needed.
• Build effective working relationships between Program Directors, Program Administrative Assistants, Department Managers, and the Postgraduate Medical Education Office.
• Work with Department managers in staff development and training as required, provide guidance, leadership and mentorship to all.
• Provide education on policies and standards for program staff to ensure consistency among the residency training
• Deliver, maintain, update and continue to enhance the New Program Administrative Assistant Orientation process ensuring required elements to the PGME office are followed.
• Update the Program Administrative Assistant/ Program Director SharePoint site with relevant PGME information.
• Act as part of a team, including other PGME portfolios, that provides policy/process orientation to new Program.
• Hold one on one meetings, as requested and required with program administrative assistants to gauge workflow, educate, trouble shoot inter-program areas that may require.
• Hold regular Administrative Assistant business meetings to educate, inform, collaborate and collect feedback on policies, processes and future.
• Maintain and enhance the existing Program Administrative Assistant mentorship.
• Collaborate with Program Directors and Department heads on needs assessments related to program.
• Maintain up-to-date knowledge relating to PGME policies and processes, RDoS Collective Agreement, the Royal College of Physicians and Surgeons of Canada and College of Family Physicians of Canada accreditation standards, policies.
• Collaborate with Communications team in PGME to gather news stories, events and awards from PD, PAs, faculty and residents.
• Work in partnership with the PGME team in organization of events and workshops held by PGME unit.
• Other duties as assigned.

QUALIFICATIONS

Education: An undergraduate degree; or a combination of education and experience may be considered. At least three years working in a University Environment and knowledge of College of Medicine and University policies and processes.
Skills : Demonstrated proficient skills in coordinating multiple programs and personnel; ability to work independently as well as collaboratively within a team environment; maintain a high degree of accuracy; demonstrated sound judgment and confident decision-making; well-developed analytical skills; effective organizational, interpersonal and communication skills, both verbal and written; possess and display initiative, tact, diplomacy, discretion, and confidentiality; cultural sensitivity including the ability to communicate effectively with individuals from varies cultural backgrounds; ability to teach and train others in both group and individual settings and proven proficient computer application skills including word processing, spreadsheets and databases.
Department: College of Medicine
Status: Term 2 years with the possibility of extension or becoming permanent
Employment Group: ASPA
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $67,681.00 - 105,753.00 per annum. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Specialist Professional
Salary Phase/Band: Phase 2
Posted Date: 1/31/2025
Closing Date: 2/7/2025 at 6:00 pm CST
Number of Openings: 1
Work Location: May be eligible for hybrid work under the terms of USask’s Alternative Workspace Guidelines
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

Please refer the Job description for details