Administrative Coordinator

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. This new 2-year professional graduate program, pending academic approval, is scheduled to commence its first cohort in Fall 2025, with 20 students. The program is structured with a first year focused on classroom-based clinical science education, followed by a second year dedicated to clinical placements. 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. In this position, you would be responsible for the strategic management and associated logistics, including receiving, triaging, and scheduling multiple requests and opportunities as appropriate to meet the demands of a new educational initiative in the province. You will act as both the first point of contact, responding to or directing a wide range of internal and external key stakeholders, as well as being a key member of the internal strategic operation of the MPAS Team. You are expected to lead and foster 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. 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 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 Implementation Support:

• Participate in strategic planning sessions, workshops, meetings, and retreats, contributing to the development and implementation of program goals and initiatives.

• Provide administrative support as needed to the Program Manager in managing special projects, including accreditation processes, program evaluations, and other initiatives aimed at program improvement.

• Perform other duties as assigned to support the overall objectives of the MPAS program.

Education: Post-secondary education in a relevant field as it pertains to this position is required. An undergraduate degree is strongly desired – a combination of education and applicable experience may be considered.

Experience: A minimum of three years relevant experience in administration support is required. Knowledge of University of Saskatchewan programs would be considered a strong asset. Working knowledge of SharePoint, experience with program management, and/or graduate program administration are also considered strong assets.

Skills: Demonstrated professional maturity, judgment and decisiveness; ability to be self-directed and take initiative;  ability to research and make informed decisions around the Colleges use of central support systems; relationship building attributes; ability to work independently as well as collaboratively;  effective interpersonal and communication skills, both written and verbal; demonstrated strong organizational and time management skills; proven ability to work in a high volume setting and manage multiple projects with competing demands and deadlines; ability to maintain meticulous attention to detail and ensure accuracy; proven ability to handle interactions with tact, diplomacy and intercultural sensitivity and maintain confidentiality;  ability to recognize and implement changes in policies/procedures which result in the improved delivery of administration; demonstrated ability to interact effectively with learners, university and health authority personnel and the general public; proficiency in computer skills, and demonstrated expertise with Microsoft Office software (Word, Excel, PowerPoint and Outlook), is essential. Experience with RMS Recruit, Banner Document Management, DegreeWorks, and/or Crystal Reports are considered strong assets.

Inquiries regarding this position can be directed to Gayathri Manoharan at 306-966-4252.

Department: College of Medicine - DnOffce
Status: Term
Employment Group: ASPA
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $50,780.00 - 79,344.00 per annum. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Specialist Professional
Salary Phase/Band: Phase 1
Posted Date: 3/25/2024
Closing Date: 3/31/2024 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