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Primary Purpose: To provide comprehensive administrative support for postgraduate and undergraduate medical learners training within the Department of Family Medicine in Prince Albert and surrounding distributed training sites, and to provide local administrative support for Master of Physician Assistant Studies (MPAS) learners completing clinical experiences, as required.

Nature of Work: Reporting to the Manager, Academic Programs, this position provides administrative and operational support for distributed medical education activities in Prince Albert. The position supports Family Medicine residents, Enhanced Skills residents, undergraduate medical learners completing Family Medicine rotations and electives, and Master of Physician Assistant Studies (MPAS) learners by facilitating the day-to-day coordination of educational and operational activities.

The incumbent works in close collaboration with academic leaders, faculty, preceptors, program administrators, and operational teams across the Department of Family Medicine and the MPAS Program. The position receives day-to-day direction related to learner coordination and program activities from the appropriate academic and operational leads, including local academic leaders, the Prince Albert MPAS Program Lead, and the central MPAS administrative team.

The incumbent works closely with the Prince Albert-based administrative team, the MPAS Program, and the Family Medicine Operations team to ensure coordinated, efficient, and high-quality learner experiences across programs and training environments.

Duties are varied and require strong organizational, communication, and problem-solving skills. The incumbent must be able to establish priorities, exercise sound judgment, maintain confidentiality, and effectively manage competing demands within a matrix reporting environment. The position requires the ability to work independently while fostering strong collaborative relationships with learners, faculty, staff, and external partners.

Typical Duties or Accountabilities:

Support for Learners, Faculty, and Programs

• Coordinate and support learner onboarding, orientation, scheduling, and day-to-day administrative activities
• Provide administrative support for Family Medicine residents, Enhanced Skills residents, undergraduate medical learners, and MPAS learners completing training experiences in Prince Albert and surrounding communities
• Coordinate communication with learners, faculty, preceptors, and program leadership regarding schedules, educational activities, learner requirements, and operational processes
• Assist with the coordination of clinical rotations, educational activities, meetings, and learner events
• Coordinate room bookings, learner access, educational resources, and other site-specific logistics
• Serve as a local administrative contact for learners, faculty, and preceptors

Faculty and Preceptor Support

• Provide administrative support to faculty, preceptors, and academic leadership
• Assist with scheduling teaching activities, meetings, and faculty development opportunities
• Coordinate communication and operational follow-up with physician offices, clinical departments, and teaching sites
• Support local faculty and preceptor engagement activities

Learner Records, Assessments, and Documentation

• Coordinate and maintain learner schedules, records, evaluations, assessments, and related documentation
• Assist with the collection, dissemination, and tracking of learner assessments and educational documentation
• Support examination and assessment activities, including OSCE and examination logistics, as required
• Maintain and update learner information and educational resources within university learning management and learner management systems
• Maintain confidential learner records in accordance with university and departmental processes
• Support learner tracking, reporting, and documentation activities using university systems and databases

Program Administration and Operational Coordination

• Support day-to-day operational activities related to Family Medicine, Enhanced Skills, undergraduate, and MPAS programming
• Assist with the preparation of reports, learner manuals, orientation materials, operational summaries, and program documentation
• Coordinate meetings, prepare agendas and supporting materials, record minutes, and track action items, as required.
• Identify and communicate operational issues affecting learner experiences to appropriate leaders
• Liaise with academic and administrative teams regarding learner coordination activities and the application of relevant program policies and processes

Systems and Administrative Support

• Utilize systems such as One45/Elentra, SharePoint, Canvas, Microsoft Office, Microsoft Teams, and Zoom to support program operations
• Maintain accurate information within learner management and scheduling systems
• Assist with data entry, reporting, and information management activities
• Provide cross-coverage and operational support during planned and unplanned absences, as required

Other

• Develop and maintain effective working relationships with learners, faculty, staff, and external partners
• Respond to inquiries in a timely, professional, and confidential manner
• Perform other related duties as assigned in support of distributed medical education activities

Qualifications

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

Experience: One to three years of related administrative experience in a university, post-secondary, health care, or academic environment is preferred. Experience supporting medical education programs or learners in a distributed education environment is considered an asset.

Knowledge of undergraduate and postgraduate medical education processes, accreditation standards, and learner administration is considered an asset. A strong working knowledge of Royal College and College of Family Physicians of Canada (CFPC) accreditation standards, the CanERA General Standards of Accreditation for Institutions with Residency Programs, the RDoS collective agreement, CaRMS (Canadian Resident Matching Service), postgraduate and undergraduate medical education processes and policies, and experience using One45/Elentra or other learner management systems will be considered assets.

Skills:

• Demonstrated ability to work independently and collaboratively within a team environment, with a commitment to continuous quality improvement and ongoing program development while maintaining a high degree of accuracy and attention to detail
• Demonstrated ability to coordinate and manage multiple projects, priorities, and competing deadlines while maintaining efficiency and accuracy in a complex and evolving environment
• Exceptional interpersonal, written, and verbal communication skills. The successful candidate will be enthusiastic, self-motivated, and able to establish and maintain effective working relationships with learners, faculty, staff, and external stakeholders
• Demonstrated ability to identify opportunities for process improvement and recommend changes to administrative processes, policies, and procedures that enhance operational effectiveness and learner experiences.
• Exceptional organizational, problem-solving, and decision-making skills, with the ability to exercise sound judgment and maintain confidentiality
• Demonstrated proficiency in Microsoft Office applications, including Word, Excel, Outlook, Teams, and related software. Experience with One45/Elentra, Canvas, SharePoint, and other University and Health Authority systems is considered an asset