Program Administrator, Medicine Subspeciality Programs

Program Administrator, Medicine Subspeciality Programs
Primary

Purpose:

The Program Administrator (PA) for various medicine subspecialty programs at the University of Saskatchewan is responsible for providing high level specialized program support to the Program Directors and the department relating to postgraduate medical education.

Nature of Work:
The position reports to the department Finance and Administration Manager (FAM), PGME Manager, Program Director, and Associate Dean, PGME, and 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 and attention to detail in maintaining records and correspondence. The PA 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, performed independently with general guidance from the Program Director and/or FAM, by determining program processes and 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 or Accountabilities:

Responsible for the day‑to‑day organization of the Medical Oncology postgraduate program, sometimes acting on behalf of the program with necessary approval.

A strong specialized working knowledge of Royal College accreditation standards, the RDoS collective agreement, CaRMS, PGME, and program processes and policies is imperative.

Gather data and create correspondence on behalf of the Program/Program Director.

Participate in the implementation of training processes at all sites, including coordination of resident research day.

Disseminate information to program applicants, update program information on websites, and assist the Program Director by administering CaRMS processes; interview scheduling and interview day coordination.

Monitor, tabulate, and report resident vacation/sick/time away from the program.

Assist with coordination and hosting of resident orientations.

Generate various schedules.

Ensure efficient delivery of scheduling needs, room bookings, and communication of educational rounds to support the curriculum that aligns with the program curriculum. Meet‑up set‑up and coordination.

Ensure timely dissemination, collection, and follow‑up of resident assessments, create and maintain resident records efficiently through Elentra and paper copies as necessary.

Compile reports and program correspondence, sometimes on behalf of the Program Director and Residency Program Committee; prepare agendas, minutes, and track action items for meetings.

Coordinate and attend academic events and examinations.

Develop and generate necessary documents, supporting the accreditation process.

Ensure all work is compliant with University and College policies and procedures, applicable regulations (RCPSC), accreditation standards, and necessary collective agreements (RDOS).

Position is involved in sensitive and confidential meetings.

Attend regularly scheduled PGME Program Administrative Assistant (PAA) meetings and participate in the PGME PAA mentorship program.

Travel to national conferences and local workshops may be required; distributed site program travel may also be required.

Overall curriculum oversight (scheduling, tracking, and/or facilitating OSCEs, procedures, SIMs, RaPID, TIPS, AHD, NEJM exams).

Assist other team members when necessary.

Other related duties as assigned.

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:

Minimum of three years of related experience in an academic health care setting, directly supporting trainees, is required. Demonstrated ability to work collaboratively…