Program Administrator, Postgraduate Medical Education

Program Administrator, Postgraduate Medical Education   Primary

Purpose:

The Program Administrator (PA) for a Residency Program at the University of Saskatchewan is responsible for providing high level specialized program support to the Program Director and the residents of the Clinician Investigator Program (CIP) and the Clinician Educator Program s position will assist with the promotion of the Clinician Investigator Program (CIP) and Clinician Educator Program (CED), working closely with each Program Director to expand and promote health research alongside clinical practice.

This role will support separate research‑based programs within Postgraduate Medical Education working with a Program Director from each program.
Nature of Work:  Reporting to the PGME Manager and accountable to each Program Director, PGME Manager and Associate Dean, PGME, this position 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. This position 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 and is performed independently (with general guidance from the Program Director and/or PGME Manager) 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 collaboration with PGME team members is required to successfully provide required program support.
Typical Duties:
Support for Program Director, Residents, Faculty and Program:
Responsible for the day‑to‑day organization of the Clinician Investigator Program and Clinician Educator Program, and often acts on behalf of the programs with necessary approval.
Gather data and create correspondence on behalf of the programs/program directors.
Assist during resident orientations
Ensure access to/troubleshoot challenges with necessary learning platforms used by residents.
Support resident wellness, provide academic support, encourage growth opportunities, and support learning development for residents.
Monitor, tabulate, and report resident vacation/sick/time away from the program.
Assist in process for residents in difficulty, liaising with the resident, program directors and the PGME for remediation and extended learning plans.
Work with the Program Directors to ensure efficient delivery of educational rounds, scheduling, learning sessions, room bookings and communication that align with the program curriculum.
Support elective/rotation planning – rotations and local, out of province electives and off‑service electives.
Compile reports and program correspondence, sometimes on behalf of the Program Directors, Residency Program Committee and Competence Committee; book supervisor meetings, prepare agendas and minutes, track action items for meetings, compile reports to RPC for resident progression.
Prepare resident manuals, upgrade forms, templates, policies and guidelines.
Coordinate and attend events eg:
Resident Research Day, CaRMS interviews.
Track faculty and/or resident attendance for teaching rounds and PGME required courses.
Attendance at regularly scheduled PGME Program Administrator meetings and participation in the PGME PA mentorship program is expected.
Travel to National Conferences and local workshops may be required.
Scheduling   In consultation with the Program Directors, prepare schedules and make approved changes to the annual resident schedules while ensuring each resident’s schedule is compliant with Royal College of Physicians and Surgeons of Canada (RCPSC)/College of Family Physicians of Canada (CFPC) training requirements.
Schedule examinations, as required.
Support for Evaluation and Examination   Ensure timely dissemination and collection of resident assessments.
Facilitate 6‑month progress reports.
Ensure face to face feedback…