Program Administrator, College of Medicine

Position: Program Administrator, College of Medicine )
Program Administrator, College of Medicine (Prince Albert)
Primary

Purpose:

To provide comprehensive administrative support for postgraduate and undergraduate medical learners training within the Department of Family Medicine in Prince Albert and surrounding distributed training sites, and to provide local administrative support for Master of Physician Assistant Studies (MPAS) learners completing clinical experiences, as required.

Nature of Work:  Reporting to the Manager, Academic Programs, this position provides administrative and operational support for distributed medical education activities in Prince Albert. The position supports Family Medicine residents, Enhanced Skills residents, undergraduate medical learners completing Family Medicine rotations and electives, and MPAS learners by facilitating the day-to-day coordination of educational and operational activities.

The incumbent works in close collaboration with academic leaders, faculty, preceptors, program administrators, and operational teams across the Department of Family Medicine and the MPAS Program. The position receives day-to-day direction related to learner coordination and program activities from the appropriate academic and operational leads, including local academic leaders, the Prince Albert MPAS Program Lead, and the central MPAS administrative team.

The incumbent works closely with the Prince Albert-based administrative team, the MPAS Program, and the Family Medicine Operations team to ensure coordinated, efficient, and high-quality learner experiences across programs and training environments.

Duties are varied and require strong organizational, communication, and problem-solving skills. The incumbent must be able to establish priorities, exercise sound judgment, maintain confidentiality, and effectively manage competing demands within a matrix reporting environment. The position requires the ability to work independently while fostering strong collaborative relationships with learners, faculty, staff, and external partners.

Typical Duties or Accountabilities:

Support for Learners, Faculty, and Programs

Coordinate and support learner onboarding, orientation, scheduling, and day-to-day administrative activities

Provide administrative support for Family Medicine residents, Enhanced Skills residents, undergraduate medical learners, and MPAS learners completing training experiences in Prince Albert and surrounding communities

Coordinate communication with learners, faculty, preceptors, and program leadership regarding schedules, educational activities, learner requirements, and operational processes

Assist with the coordination of clinical rotations, educational activities, meetings, and learner events

Coordinate room bookings, learner access, educational resources, and other site-specific logistics

Serve as a local administrative contact for learners, faculty, and preceptors

Faculty and Preceptor Support

Provide administrative support to faculty, preceptors, and academic leadership

Assist with scheduling teaching activities, meetings, and faculty development opportunities

Coordinate communication and operational follow-up with physician offices, clinical departments, and teaching sites

Support local faculty and preceptor engagement activities

Learner Records, Assessments, and Documentation

Coordinate and maintain learner schedules, records, evaluations, assessments, and related documentation

Assist with the collection, dissemination, and tracking of learner assessments and educational documentation

Support examination and assessment activities, including OSCE and examination logistics, as required

Maintain and update learner information and educational resources within university learning management and learner management systems

Maintain confidential learner records in accordance with university and departmental processes

Support learner tracking, reporting, and documentation activities using university systems and databases

Program Administration and Operational Coordination

Support day-to-day operational activities related to Family Medicine, Enhanced Skills, undergraduate, and MPAS programming

Assist with the preparation of reports, learner manuals, orientation materials, operational summaries, and program documentation

Coordinate meetings, prepare agendas and supporting materials, record minutes, and track action items, as required.

Identify and communicate operational issues affecting learner experiences to appropriate leaders

Liaise with academic and administrative teams regarding learner coordination activities and the application of relevant program policies and processes

Systems and Administrative Support

Utilize systems such as One
45/Elentra, SharePoint, Canvas, Microsoft Office, Microsoft Teams, and Zoom to support program operations

Maintain accurate information within learner management and scheduling systems

Assist with data entry, reporting, and information management activities

Provide cross-coverage and operational support during planned and unplanned…