Clerical Assistant, Postgraduate Medical Education Administration

Primary Purpose: To support the general administration processes in the Postgraduate Medical Education (PGME) office and provide collaborative administrative support to the Associate Dean, Manager, Coordinators and PGME team members.

Nature of Work: Reporting to the Manager, Postgraduate Medical Education (PGME) this position is responsible for providing high level administrative support to ensure the successful completion of a variety of tasks and projects, including scheduling, logistics and event planning, human resource supports, educational processes, supports for residents, and communications. The successful candidate will work closely with the Manager, PGME, and collaborate with PGME team members to effectively plan and organize workflow and ensure that critical deadlines are met throughout the year. The incumbent requires the ability to work under pressure in a high-volume environment. The work includes a broad range of duties and processes that involve multiple conflicting priorities, peak periods, numerous fixed deadlines, interruptions, and situations that require an ability to work independently, as well as part of a team. Tasks may involve highly sensitive and confidential matters and the successful candidate will be required to exercise discretionary decision making and make decisions according to established policies and defined best practices.  The incumbent establishes and maintains professional working relationships with a diverse group including PGME staff, medical residents, program directors, program administrators, College of Medicine faculty and staff, the University community, and external stakeholders.

Typical Duties:

• Schedule and facilitate logistics for committee meetings and events, including:
  • Book meeting rooms, virtual meetings and videoconference supports
  • Prepare & distribute Agenda & meeting packages
  • Document minutes and ensure action items are assigned and completed.
• Provide administrative and logistic support for PGME projects, initiatives, events, research, and communications, including:
  • Preparation of project timelines, tracking documents
  • Coordination & confirmation of logistics for events, managing invitation process
  • Distribution of communications via email, CoM communications, and social media
• Collaborate with Coordinators, PGME administrators and Program Administrators to collect data, save and ensure accurate and up to date resident files.
• Distribute surveys and collect evaluations for trainees, speakers/teachers, and programs.
• Collate and ensure accurate data entry of summative reports
• Monitor multiple mailboxes and triage relevant information to appropriate location for action.
• Other duties as assigned, including providing coverage for other administrators when needed.

Education: Completion of Grade 12 and a recognized one-year post-secondary business/ administrative program. An equivalent combination of education and experience may be considered.

Experience: Two to four years of related experience, preferably in a university or academic healthcare setting is required. Demonstrated proficient working knowledge of Microsoft office (Word, Excel, PowerPoint), Microsoft Outlook, SharePoint, and Teams and/or Zoom is required. Experience and proficient working knowledge of the University of Saskatchewan systems, including 25Live, ACCESS, One45, Elentra is required. Experience using Project management software is considered an asset. Experience working in a diverse and inclusive environment is required. Experience with communications and/or social media posting in a professional setting an asset.

Skills:

• Demonstrate professional maturity, judgement, and decisiveness, with the ability to be self-directed and take initiative.
• Demonstrate strong organizational and time management skills, with proven ability to manage high volume workloads and multiple projects with competing demands and deadlines.
• Proven ability to manage projects and prioritize workload to ensure timelines are met.
• Effective interpersonal and communication skills, both written and verbal
• Ability to maintain meticulous attention to detail and ensure accuracy.
• Relationship building attributes, ability to work independently, as well as collaboratively.
• Proven ability to handle interactions with tact, diplomacy, and intercultural sensitivity, and maintain confidentiality.
• Demonstrate ability to interact effectively with medical residents, program staff, university and health authority personnel, and the general public.
• Ability to recognize and implement change in policies/procedures and best practices which result in the improved delivery of administration.
• Knowledge of the University of Saskatchewan policies and procedures is an asset.
• Strong computer skills including typing and proficiency with Microsoft Office software (Word, Excel, PowerPoint, Outlook) is essential

Department: College of Medicine - DnOffce
Status: Permanent
Employment Group: CUPE 1975
Shift: Mon-Fri, 8:30-4:30
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $23.35 - 30.61 per hour. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Operational Services
Salary Phase/Band: Phase 4
Posted Date: 3/26/2024
Closing Date: 4/16/2024 at 6:00 pm CST
Number of Openings: 1
Work Location: May be eligible for hybrid work under the terms of USask's Alternative Workspace Guidelines

The successful applicant will be required to provide the following current verification(s) where 'Yes' is indicated below. Further information is available at: https://careers.usask.ca/tips-for-applying.php

Criminal Record Check: Not Applicable
Driver's License and Abstract Check: Not Applicable
Education/Credential Verification: Not Applicable
Vulnerable Sector Check: Not Applicable