Pre-Clerkship Course Assistant - Office Assistant ; AESES

Position: Pre-Clerkship Course Assistant - Office Assistant 5 (AESES)
Job Openinga Location :

Expected Start Date :

Full Time :

Permanent :

Posting End Date :

Job Description :

Administrative Secretary - Office Assistant 5 (AESES)
Existing Budget-Funded Project Full-Time 35.00 hours/week Monday to Friday 8:00 am to 4:00 pm Salary Range: $26.16 - $35.78 per hour ($47,611.20 - $65,119.60 per annum)
Proposed

Start Date:

June 17, 2024

Proposed End Date:
September 17, 2025

Trial/Probation Period: 840.00 work hours For more information, please contact:

Dave Fidler, CPA, CGA
727 McDermot Ave.@ :

- Provides direct support to assigned Course Leaders and is the first point of contact for students experiencing problems with scheduling, instructors, attendance, or other educational issues, contacting faculty as necessary.

- Organizes and prepares individual course schedules for the Med I or Med II years using the Curriculum Management System. This includes, booking and verifying instructional space, identifying and confirming instructors and tutors, editing course schedules, etc.

- Responsible for daily management of Med I or Med II courses, including updating the schedule throughout each course, liaising with instructors and students to address feedback or concerns, etc.

- Provides administrative support to assigned Course Leaders, including overseeing the preparation and distribution of assigned course materials, distributing correspondence to the student body, etc.

- Assists with the preparation and coordination of course examinations including managing timelines and facilitating workflow for exam preparation, maintaining the exam bank and statistics, developing exams, etc.

- Prepares and facilitates reports related to learning objectives, learning resources, and instructors.

- Assists with the implementation of the Attendance Policy as it relates to Pre-Clerkship, including preparing and collating student attendance, as per the Student Attendance policy.

- Prepares and facilitates program evaluations and sends correspondence on behalf of the Associate Dean, UGME.

- Assists in the development of new procedures relating to course administration.

- Manages upkeep of relevant UGME databases relating to assigned courses and committees.

- Provides administrative support to assigned Course Committees as required.

- Prepares and maintains procedures manual for this position.

- Creates user documentation for specific duties and workflows related to the position.

- Provides administrative support to assigned UGME Governance Committees and the Summer Early Exposure program.

- Coordinates small-group student events with the Associate Dean, UGME, and Dean, Max Rady College of Medicine.

- Participates in a variety of duties associated with the accreditation process and reports to the accreditation leads, as required.

- Assists other UGME staff at peak times including student orientation, special events, Inaugural, Convocation, and MMI.

- Completes and processes relevant requisitions for purchases on institutional systems like Epic.

- Administers payroll related activities, including entering hourly casual staff timesheets in the HRIS/VIP online payroll system, collection of payroll information, etc.

- Maintains or updates the UGME website including creating, updating, and deleting content or webpages.

- Provides reception coverage as assigned on a rotational basis.

- May be required to perform related duties not exceeding skills and capabilities as  :

MINIMUM FORMAL EDUCATION/TRAINING

REQUIRED:

- Completion of a formal administrative/office training program from a recognized institution or program is required.

- An undergraduate degree in a related discipline is an asset.

EXPERIENCE:

- Four years of administration experience is required, preferably focused on curriculum delivery, post-education, and/or Health Sciences.

- Experience working in a University or post-secondary environment with students and Faculty is preferred.

- Knowledge of University and Max Rady College of Medicine policies and procedures is an asset.

- Knowledge of the Undergraduate Medical Education, Pre-Clerkship curriculum is an asset
- An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

- Demonstrated proficiency in the use of advanced features associated with Adobe Acrobat and MS Office software such as Word Excel and PowerPoint is required.

- Demonstrated ability to manage committees that includes, organizing meetings, agendas, minutes, and reporting, is required.

- Demonstrated ability to manage a database, and create and run queries, tables, forms, and reports is required.

- Knowledge of University regulations, programs, and procedures as they relate to the function/program is preferred.

- Exposure to specialized software may be required depending upon the departmental needs (e.g. UM Learn, Aurora Student, AdAstra (room booking), Banner, EPIC & Entrada, and/or OPAL) is an asset.

- Ability to participate in the development and interpretation of Department policies, procedures, and regulations is an asset.

- Ability to…