Primary Purpose: To support the general administration processes in the Postgraduate Medical Education (PGME) office and provide collaborative administrative support to the Associate Dean, Manager, Coordinators and PGME team members.
Nature of Work: Reporting to the Manager, Postgraduate Medical Education (PGME) this position is responsible for providing first point of contact and high-level administrative support to ensure the successful completion of a variety of tasks and projects, including reception, scheduling, logistics and event planning, human resource supports, educational processes, supports for residents, and communications. The successful candidate will work closely with the Manager, PGME, and collaborate with PGME team members to effectively plan and organize workflow and ensure that critical deadlines are met throughout the year. The incumbent requires the ability to work under pressure in a high-volume environment. The work includes a broad range of duties and processes that involve multiple conflicting priorities, peak periods, numerous fixed deadlines, interruptions, and situations that require an ability to work independently, as well as part of a team. Tasks may involve highly sensitive and confidential matters and the successful candidate will be required to exercise discretionary decision making and make decisions according to established policies and defined best practices. The incumbent establishes and maintains professional working relationships with a diverse group including PGME staff, medical residents, program directors, program administrators, College of Medicine faculty and staff, the University community, and external stakeholders.
Typical Duties:
- Monitor multiple mailboxes and triage relevant information to appropriate location for action
- Provide reception services for the PGME office, including greeting visitors, receiving deliveries & initiating facilities requests
- Monitor and order office supplies, IT equipment and other required items for the PGME team
- Schedule and facilitate logistics for committee meetings, events and the PGME Manager including:
- Book virtual meeting, meeting rooms, and videoconference/IT supports
- Prepare & distribute Agenda & meeting packages
- Document minutes and ensure action items are assigned and completed.
- Provide administrative and logistic support for PGME projects, initiatives, events, research, and communications, including:
- Preparation of project timelines, tracking documents
- Coordination & confirmation of logistics for events, managing invitation process
- Distribution of communications via email, CoM communications, and social media
- Collaborate with Coordinators, PGME administrators and Program Administrators to collect data, save and ensure accurate and up to date resident files
- Distribute surveys and collect evaluations for trainees, speakers/teachers, and programs
- Collate and ensure accurate data entry of summative reports
- Provide administrative support for the contract development and renewal process
- Support continuous improvement projects and initiatives
- Assist in maintaining office space and equipment, troubleshoot as needed
- Support a respectful, well-organized and neat work environment
- Other duties as assigned, including providing coverage for other administrators when needed.
Education: Completion of Grade 12 and a recognized one-year post-secondary business/ administrative program is required. An equivalent combination of education and experience may be considered.
Experience: Two to four years of related experience, preferably in a university or academic healthcare setting is required. Demonstrated proficient working knowledge of Microsoft office (Word, Excel, PowerPoint, ACCESS), Microsoft Outlook, SharePoint, and Teams and/or Zoom is required. Experience and proficient working knowledge of the University of Saskatchewan systems, including 25Live, One45, Elentra is required. Experience using Project management software is considered an asset. Experience working in a diverse and inclusive environment is required. Experience with communications and/or social media posting in a professional setting is an asset.
Skills:
- Demonstrate professional maturity, judgement, and decisiveness, with the ability to be self-directed and take initiative
- Demonstrate strong organizational and time management skills, with proven ability to manage high volume workloads and multiple projects with competing demands and deadlines
- Proven ability to manage projects and prioritize workload to ensure timelines are met
- Effective interpersonal and communication skills, both written and verbal
- Ability to maintain meticulous attention to detail and ensure accuracy
- Relationship building attributes, ability to work independently, as well as collaboratively
- Proven ability to handle interactions with tact, diplomacy, and intercultural sensitivity, and maintain confidentiality
- Demonstrate ability to interact effectively with medical residents, program staff, university and health authority personnel, and the general public
- Ability to recognize and implement change in policies/procedures and best practices which result in the improved delivery of administration
- Knowledge of the University of Saskatchewan policies and procedures is an asset.
Strong computer skills including typing and proficiency with Microsoft Office software (Word, Excel, PowerPoint, Outlook) is essential
Department: College of Medicine - DnOffce
Status: Permanent
Employment Group: CUPE 1975
Shift: Mon-Fri 8:30-4:30pm
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $23.35 - 30.61 per hour. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Operational Services
Salary Phase/Band: Phase 4
Posted Date: 7/31/2024
Closing Date: 8/20/2024 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
The University is committed to employment equity, diversity, and inclusion, and are proud to support career opportunities for Indigenous peoples to reflect the community we serve. We are dedicated to recruiting individuals who will enrich our work and learning environments. All qualified candidates are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadian citizens and permanent residents will be given priority. We are committed to providing accommodations to those with a disability or medical necessity. If you require an accommodation to participate in the recruitment process, please notify us and we will work together on the accommodation request. We continue to grow our partnerships with Indigenous communities across the province, nationally, and internationally and value the unique perspective that Indigenous employees provide to strengthen these relationships. Verification of Indigenous Membership/Citizenship at the University of Saskatchewan is led and determined by the
deybwewin | taapwaywin | tapwewin: Indigenous Truth policy and Standing Committee in accordance with the processes developed to enact the policy. Successful candidates that assert Indigenous membership/citizenship will be asked to complete the verification process of Indigenous membership/citizenship with documentation. The University of Saskatchewan’s main campus is situated on Treaty 6 Territory and the Homeland of the Métis. We pay our respects to the First Nations and Métis ancestors of this place and reaffirm our relationship with one another. Together, we are uplifting Indigenization to a place of prominence at the University of Saskatchewan.
