Primary Purpose: To provide clerical administrative assistance for the Undergraduate Medical Education (UGME) program within the College of Medicine, with a concentration on year one and year three/four academic programming.

Nature of Work: Reporting to the Manager, Regina Campus, with day-to-day direction from the Pre-Clerkship and Clerkship Administrative Coordinators, this position is a key part of the administrative team for the Undergraduate Medical program for the College of Medicine.  This position may also provide support during busy periods to ensure tasks are completed in both Saskatoon and Regina. The incumbent works in a fast-paced environment, independently and as part of a team, while maintaining confidentiality. This role interacts with a variety of stakeholders, including Administrative Coordinators, faculty (physicians and allied health partners), and students on a day-to-day basis.    The role is driven by deadlines, ongoing changes, and shifting priorities, and operates with moderate supervision and guidance from the Administrative Coordinators. 

The incumbent will provide high level administrative support to the Regina Campus Undergrad Medical Education program. This position interacts with and responds to requests from Regina and UGME Central leaders and team members while also acting as a resource for faculty, learners and department administrative assistants.  This position completes general office duties and other duties as assigned by the Administrative Coordinators

Typical Duties or Accountabilities: This position supports all clerical aspects of UGME for medical learners including, but not limited to:

Clerical Support: Drafting, distributing, and collecting documentation and correspondence including emails to learners and faculty, supports orientation, and other academic sessions as requested by the Administrative Coordinators, or by the support team of the UGME Associate Dean for learners. This role ensures that the Master Schedule is up to date on all module information with accuracy and attention to detail Administrative Assistance: Supporting the year one and year three/four Administrative Coordinator and UGME staff in Saskatoon on concerns including, but not limited to, building cases for sessions, monitoring form and assignment status, documentation uploads to Canvas, manage student records and uploads to Banner, create exam packages, report absences/late arrivals to course admins, material preparation for year three/four (includes NBME exam supervision, Selected Topics in Medicine (STiM) quizzes, and OSCE content, support year three/four Orientation), and attend related meetings Meeting Coordination: Preparing agendas, taking minutes, tracking and following up on action items. This includes scheduling student meetings with Year Chairs, booking rooms for classes, small group seminars, meetings, etc., and ensures the necessary technology and catering provided for the Coordinators Student Support: Collects and tracks student forms, evaluations, attendance, course completion, and assessments, while maintaining accurate databases and records. Responsible for managing and ensuring completion of the Medical Student Performance Record (MSPR) letters for Clerkship learners in tandem with a peer Clerical Admin Assistant Exam Invigilation: Supporting the administration of exams, working with the SP Educators on recruitment of invigilators, create exam packages and act as emergency invigilator if needed, meet the invigilator and ensure exam processes are followed, and all incident forms and final exams are submitted per the related policies Faculty Interaction: Acting as a resource for faculty, learners, and coordinators, processes payments for part time teaching year one, year two, year three/four and STiM sessions and submit non-MD invoices details to the Finance Coordinator Scheduling: Organizing appointments and room booking for classes, seminars, and meetings with necessary IT support.

All work is to be completed in accordance with medical education and College policies and processes with adherence to accreditation standards.

Education: Completion of Grade 12 and a recognized post-secondary administrative assistant program is required, and medical terminology training is an asset.

Experience: Three to five years of related experience. Proficiency with databases, Microsoft Office Word, and Excel is required. Knowledge of University processes and experience with One45 (academic software), Canvas, Banner, and student enrollment services would be an asset.  Post-secondary experience is beneficial.

Skills: This role requires highly effective interpersonal skills coupled with the ability to develop and maintain working relationships with coworkers. Also, the ability to prioritize and function in a demanding setting with numerous, often competing deadlines; excellent verbal and written communication skills; ability to interact effectively with learners, faculty and other staff, handling interactions with professionalism (tact, discretion, confidentiality and cultural sensitivity); meticulous attention to detail; ability to recognize and analyze problems, to propose effective solutions and to refer issues to other staff as appropriate. Success in this role requires balancing the ability to work independently and as part of a team, recognizing both boundaries of the position, scope and opportunities for growth; following instructions, policies and procedures while exercising initiative; setting priorities and seeking assistance when needed. Applicants should demonstrate efficiency with Microsoft Office Software, and would benefit from knowledge of University and College procedures.

Inquiries regarding this position can be directed to Catherine MacKay-Wilson - catherine.mackaywilson@usask.ca