Medical Education Program Administrator 2 - General Surgery

This competition is open to all applicants, however internal candidates and applicants who were former employees of the University of Alberta in the past 18 months will be given priority consideration before external candidates. Please indicate your internal status using the "Advertisement" drop down menu when applying.

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits .

This position collaborates closely with a second Medical Education Program Administrator (MEPA) and two Co-Program Directors of the General Surgery Residency Program along with the Team Lead of the Postgraduate Office of Surgical Education and other members of the surgical education team. This position works both independently and within a team structure to administer the many detailed tasks and projects required of this position. The successful candidate requires a high level communication, organizational and interpersonal skills. Equally important, the individual in this position would have the ability to take initiative, be creative and thrive in a highly demanding and fast-paced environment.

Duties

• Coordinates resident’s eligibility for registration and participation in meetings and courses.
• Drafts and prepares letters, memos, and reports, transcribes confidential documents regarding residents’ academic status (e.g. reference letters, provisional status reports,etc.)
• Updates and maintains confidential electronic files, program Google calendar with academic sessions, events and deadlines.
• Organizes login information for resident room computers, access to web-based systems (T-res).
• Formats and revises all In-training Evaluation Reports (ITERs), Competence by Design (CBD) training experiences and rotation goals and objectives, adds to the program website and one45.
• Develops draft rotation schedules for all residents in respective divisions as well as off-service residents; ensures all resident curriculum needs are met.
• Liaises with surgical and non-surgical specialty offices for rotations within their divisions.
• Schedules incoming postgraduate electives and the assignment of preceptors; communicates details to all parties involved.
• Coordinates all Vascular Surgery rotation requests and incoming Vascular elective rotations.
• Coordinates vacation, conference and other absences for residents.
• Communicates and reschedules rotations for medical leaves of absence for residents.
• Maintains web-based evaluations by distributing 360 degree evaluations, monitoring receipts and follows-up on incomplete assessments.
• Collects and disseminates staff evaluation data via web-based system, collaborates with divisional office for distribution.
• Compiles and analyzes data on resident evaluations of rotations and faculty.
• Manages and prepares remediation paperwork and organizes follow up meetings, ensures remediation deficiencies are met, notifies the Postgraduate Medical Education Office of successful or extended remediation.
• Electronically uploads data to DASH assessment system.
• Coordinates meetings including agenda and pertinent documents, takes minutes and follows up on action items. This position includes the requirement to minute evening meetings (approximately 12/year). 
• Assists in coordination of resident Objective Student Clinical Examinations (OSCE) by coordinating examiners, residents, standardized patients, examination stations and scenarios for OSCE.
• Acts as a primary contact and resource for the General Surgery Program, Program Directors, Postgraduate Medical Education (PGME), Professional Association of Residents of Alberta (PARA) and the Royal College of Physicians and Surgeons of Canada (RC) addressing resident and faculty enquiries as pertains to them.
• Coordinates table displays and information for medical students interested in surgical residency programs at the Annual Residency Fair and responds to residency applicant enquiries.
• Creates and maintains residency program page on Department of Surgery website.
• Distributes notifications to residents regarding Department correspondence, exam deadlines.
• Organizes, compiles materials, presents and acts as a resource in orientation sessions for residents annually, including PGY-1 orientation, T-Res software orientation and One45 orientation.
• Assists with the developing and updating of manuals.
• Assists with collection, organization, and analysis of data for use in educational research activities and planning initiatives, the annual report, and special projects as directed by the Team Lead.
• Research – collects data for research as per program assistant /program director.
• Prepares PowerPoint presentations for events.
• Adds academic events to program Google calendar, creates posters, sends invites as required.
• Assists Surgery Competence by Design Coordinator with rollout of this new Royal College curriculum initiative for the residency program.
• Creates residency program budget for Program and Divisional Directors.
• Prepares financial assistance requests to the Divisional Director and Associate Dean, Postgraduate Medical Education (PME) on behalf of the program.
• Monitors and balances PME grants.
• Supports Program Director and Divisional Director with resident pre-approval requests for funding.
• Assists residents with questions regarding preparation of their financial claims.
• Acts as a primary contact for accreditation process for Internal reviews (University of Alberta) and External reviews (Royal College of Physicians and Surgeons of Canada).
• Ensures Royal College standards are being met and discussed with the Residency Program Committee.
• Obtains medical statistics, grant information research, teaching facility lists, and publication data for inclusion in accreditation documents.
• Creates schedule of the day following Royal College Guidelines, updates attendees.
• Formats; edits; updates, reviews, uploads accreditation documents to the Canadian Accreditation Management System (CanAMS) electronic accreditation system.
• Conducts event planning and management including booking rooms and catering. 
• Downloads student applications and prepares files for interview day.
• Updates Surgery CaRMS website information and Program Director PowerPoint presentation.
• Attends recruitment day events, assists with set-up and coordination of function.
• Acts as a primary contact and resource for sponsored trainee positions.
• Screens candidate applications and CVs to ensure minimum requirements are met (language assessment, immunization records, completion of medical degree) and funding agreements are in place, forwards to selection committee for review.
• Schedules observerships and interviews. 
• Updates offer template and emails candidate offer letter on match day.
• Follows up on the offer process with the candidates, PGME and their sponsoring agency.
• Coordinates the use of the Division’s LCD projector and laptops.
• Arranges OR orientation for observerships and sponsored trainees.
• Participates in orientation and training of new surgical program administrators.

Qualifications

• Minimum High School Diploma; post-secondary secretarial/business administration certificate would be an asset; Post-secondary degree in a relevant discipline preferred;
• Equivalent combinations of education and experience will be considered.
• 3-5 years experience in a medical and academic environment with extensive involvement in post-secondary educational procedures at an administrative level
• Computer proficiency in a Windows environment using MS Microsoft applications (Word, PowerPoint, Excel)
• Familiar with Google Apps (Mail, Drive, Sites, Calendar, Meet), one45, DASH.med, cbme.med, Zoom and various virtual platforms an asset
• Keyboarding speed of 60 wpm
• Excellent editorial, and proofreading skills
• Highly developed organizational and problem solving skills
• Excellent communication (oral and written) and interpersonal skills, experience taking minutes
• Strong accuracy and attention to detail
• Knowledge of University of Alberta and University of Alberta Hospital policies and procedures an asset
• High level of tact and discretion; must be able to maintain absolute confidentiality

In your cover letter, please indicate why this position interests you and what strengths you would bring to this role. 

COVID-19 Vaccination: Proof of full vaccination against COVID-19 in compliance with the University’s COVID-19 Vaccination Directive. Fully Vaccinated means a status an individual achieves 14 days after having received the recommended number of doses of a COVID-19 vaccine approved by Health Canada or the World Health Organization, and requires the individual to maintain the recommended number and type of vaccine doses as updated and required by Health Canada thereafter.

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.