Program Assistant Jobs in Saskatchewan (NOW HIRING)

The Provincial Department of Obstetrics and Gynecology is an academic and clinical department within the College of Medicine, University of Saskatchewan, and the Saskatchewan Health Authority. Residents participate in the O&G Residency program, a 5-year training program.
Primary Purpose: The PGME Program Administrator for the O&G Residency Program is responsible for providing specialized administrative support to the Program Director/Site Director and residents enrolled in the provincial department's postgraduate medical education program (PGME).
Nature of Work: Reporting to the department Finance and Administration Manager (FAM) and accountable to the Program Director, Clinical Manager, PGME Manager and Associate Deans (Regina, and PGME), this position interacts with a diverse group of individuals including faculty, trainees, and staff at all sites of training.  The Program Administrator (PA) will take day-to-day direction from the O&G PGME & UGME Program Administrator.  It is expected that the incumbent will have excellent interpersonal skills, and attention to detail in maintaining records and correspondence.  This position will identify priorities, develop workflow strategies, and implement them to ensure daily objectives and long-term planning and objectives are achieved.  Work performed is complex and is performed independently (with guidance from the PGME & UGME PA) by determining program processes and working within accreditation standards. The PA will take initiative to establish timelines and priorities to achieve goals and appropriate outcomes.  Work will be performed in a fast-paced environment alongside other department staff; collaboration with team members is required to successfully provide program support required by the program/department. Travel to National Conferences or local workshops may be required.
Accountabilities:

• Participate in the implementation of training processes at all sites including, but not limited to, scheduling rotations to ensure effective delivery of education.
• Support elective/rotation planning - rotations and local, out of province electives and off-service electives.
• Collate data and create correspondence on behalf of the program/program director.
• Ensure access to/troubleshoot challenges with necessary learning platforms used by residents.
• Collects and reviews resident vacation/sick/time away from the program to ensure compliance with RDoS agreement.
• Prepare resident manuals, upgrade forms, templates, policies, and guidelines.
• Assist with planning and facilitation of events eg: CaRMS interviews, OSCE's, and resident orientation.
• Track resident attendance for teaching rounds and PGME required courses.
• Attendance at regularly scheduled PGME Program Administrator meetings.
• In consultation with the Site Director and the UGME & PGME Program Administrators, assist with the creation and updating of schedules and make approved changes to the annual resident schedules while ensuring each resident's schedule is compliant with Royal College of Physicians and Surgeons of Canada (RCPSC)/College of Family Physicians of Canada (CFPC) training requirements.
• Responsible for distributing call changes.
• Ensure preceptors know to expect a given resident and that residents know where to go for each block and ensure that the schedule is communicated to all stakeholders.
• Liaising with the Program Directors/Site Director, and Saskatoon Program Administrators to organize the fall and spring OSCE's.
• Liaising with the Saskatoon Program Administrators to organize the annual Resident Research Symposium.
• Ensure timely dissemination and collection of resident assessments.
• Ensure purchases for program related supplies are completed using the USask procurement guidelines.
• A strong specialized working knowledge of Royal College/CPFC accreditation standards, the RDoS collective agreement, CaRMS (Canadian Resident Matching Service), PGME policies & procedures, USask policies, as well as program processes and policies are imperative.
• Ensure processes within the program are adhered to, make recommendations to the UGME & PGME Program Administrator for change in administrative process to enhance the operations of the program, and incorporate process changes as appropriate.
• Liaise and coordinate with USask IT and/or SHA IT.
• Create and maintain electronic resident records efficiently through One45, Elentra and Jade.
• Assist residents with Concur to complete travel requests for electives, program mandatory events, rotations and courses.
• Use ConnectionPoint to process expenses and reimbursements.
• Have strong knowledge base and experience with virtual platforms such as Zoom.
• Assist the UGME & PGME Program Administrator to facilitate CaRMS processes such as interview scheduling and interview day hosting.
• Orientate new residents, off-service residents, and other rotations.
• In consultation with the UGME & PGME Program Administrator and Program Director/Site Director ensure all work is compliant with University and College policies and procedures, applicable regulations (RCPSC/CFPC) and accreditation standards as well as necessary collective agreements (RDoS).
• Ensure all documents are updated and readily available to the reviewers.
• Provide administrative support to ensure that the program meets CBD requirements.
• Share required/requested information with PGME office in a timely manner.
• Be familiar with the PA and O&G SharePoint site.

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

• Five to seven years of related experience in a University/Academic Health Care setting in a program support role is preferred.
• Knowledge of Royal College/College of Family Physicians of Canada Residency Training Programs.
• Familiarity with accreditation processes, USask and RDoS collective agreements.
• Experience with One45, Sharepoint and Elentra software are assets.

Skills:

• Ability to work independently and collaboratively in a highly confidential team environment with a demonstrated commitment to ongoing program development.
• Exceptional attention to detail and accuracy.
• Coordinate and undertake multiple projects with competing demands and deadlines while maintaining a high degree of efficiency and accuracy.
• Exceptional interpersonal and communication skills - both written and verbal.
• Display an enthusiastic and self-motivated work-ethic.
• Ability to recognize and recommend change in program policies/procedures which result in the improved delivery of administration.
• Exceptional organizational, problem-solving, and decision-making skills.
• Knowledge of office software including MS office, Excel, Internet and E-mail, One45 and Elentra software, SharePoint and other University and Health Authority systems.