Administrative Coordinator,College of Medicine Job Saskatoon area,Saskatchewan Canada,Administrative/Clerical

Administrative Coordinator, College of Medicine

Primary

Purpose:

The Administrative Coordinator plays a pivotal role in supporting the Academic Director and Program Manager of the Master of Physician Assistant Studies (MPAS) program. The Administrative Coordinator’s responsibilities encompass high-level administrative, organizational, communication, planning, and problem-solving tasks, ensuring smooth operations and success of the MPAS program.

The successful candidate requires high-level functioning in balancing complex, strategic, operational, confidential, and competing priorities, enabling the Academic Director to be responsive and effective in fulfilling their role. You will act as the first point of contact for the Academic Director, which includes receiving, triaging and scheduling multiple requests in a confidential and professional manner and responding to or directing a wide range of internal and external key stakeholders.

Additionally, you will be a key member of the internal strategic operation of the MPAS Team, which includes leading and fostering a culture of belonging and engagement for learners, faculty, and staff within the MPAS community.

Nature of Work: The Administrative Coordinator will report primarily to the Academic Director, with an understanding that the Program Manager will be responsible for approving timesheet, vacation requests etc. The position demands multi-tasking and requires flexibility, discretion, diplomacy, and foresight, along with superior professionalism and integrity. Maintaining confidentiality and sensitivity is imperative within this position. Given the demands of this new educational program in Saskatchewan, the environment is dynamic with shifting priorities and frequent interruptions.

The role involves making discretionary decisions, exercising superior judgement and analysis, and managing a broad range of duties within established policies and guidelines, with minimal supervision. The position is responsible for ensuring accuracy in day-to-day tasks and correctness of information provided to others. The incumbent must manage pressure and competing interests effectively to achieve satisfactory outcomes. Establishing and maintaining professional relationships that foster exceptional collaboration and problem-solving is crucial for success in this position.

Typical Duties or Accountabilities:

Administrative Support and Documentation Management:

Provide comprehensive administrative support to the Academic Director including calendar and email management, meeting coordination, and distribution of agenda and minutes.

Analyze, create, and prepare various documents, reports, presentations, and packages for the Academic Director and Program Manager in a timely and accurate manner.

Support committee functions and facilitate communication among stakeholders, ensuring effective coordination and follow-up.

Collaborate with the College of Graduate and Postdoctoral Studies (CGPS) and other service units on campus to ensure coordination of supports to provide a positive learner experience.

Provide support as needed to the Program Manager in registration, extensions, program of studies, and coordination of graduation and convocation processes.

Communication, Liaison, and Relationship Management:

Act as a representative of the MPAS program, fostering a positive and professional image.

Facilitate effective communication and collaboration among key stakeholders, both internal and external, including faculty, staff, university administration, external agencies, and senior administrators.

Assist the program leadership in timely delivery and effective communications regarding changes to procedures, updates to systems, and other factors impacting the MPAS community.

Manage social media accounts and website content for the MPAS program, ensuring consistent and engaging communication with stakeholders.

Cultivate and maintain relationships with program alumni, facilitating engagement opportunities and networking initiatives to support the program’s objectives.

Coordinate large-scale special events, ensuring smooth execution and alignment with program objectives and timelines.

Program…