Clerical Assistant, Medical Education, Program Administrator

Usask; Saskatoon; On-site; CAD 42,000 - 53,000; Full time

Job summary

The University of Saskatchewan invites applications for a Clerical Assistant, Medical Education, Program Administrator in the Department of Medical Imaging. This role provides high-level program support for UGME and PGME, coordinating clinical, academic and administrative functions and offering coverage for the Department Head’s executive support.

The position requires strong confidentiality, collaboration with faculty, trainees and staff, and the ability to manage complex accreditation and

Qualifications

• Completion of Grade 12 and a recognized one year post-secondary business/administrative program.
• Three to five years of related experience in a University Health Care environment in an administrative role.
• Knowledge of Royal College Residency Training Programs and experience with One45 software are an asset.

Responsibilities

• Plan long-range goals with the Program Director and implement those goals.
• Organize day-to-day postgraduate program operations and act with necessary approval.
• Ensure compliance with University policies, accreditation standards and RCPSC/RCPSC-related contracts.
• Develop and monitor resident schedules, ensuring RCPSC compliance and educational objectives.
• Coordinate CaRMS processes, interview scheduling, and program communications.
• Oversee orientation and access for new residents and coordinate educational rounds.

Skills

Interpersonal skills

Attention to detail

Independent work

Teamwork

Communication skills

Education

Grade 12

Post-secondary admin program

Tools

MS Office

Excel

Teams

Outlook

One45 Software

Job description

Clerical Assistant, Medical Education, Program Administrator

Primary Purpose: To provide high level specialized program support for planning and coordinating the clinical, academic and administrative functions of the Postgraduate Education and Undergraduate Education Programs in the Department of Medical Imaging, as well as providing coverage for Executive Assistant support to the Department Head.

Nature of Work: Reporting to the Finance and Administration Manager, and accountable to the Undergraduate Medical Education (UGME) and Postgraduate Medical Education (PGME) Program Directors and Deans, this position interacts with a diverse group of individuals including faculty, trainees, and staff at all sites of training. It is expected that the incumbent will have excellent interpersonal skills, has strong initiative and is versatile with an aptitude for independently and in a team-oriented atmosphere, attention to detail in maintaining records and correspondence. This position is characterized by the need to build collaborative relationships with a broad range of contacts, perform duties that are complex in nature and that require specialized knowledge and skills. This position will develop best practices, workflow strategies and priorities and implement them for long term planning and objectives. Work performed is complex and is performed independently (with general guidance from the Program Director or Department Head) by determining program processes, working within accreditation standards and collective agreement clauses, and by setting self-discretionary timelines and priorities to achieve goals and appropriate outcomes. This position will manage all aspects of the Postgraduate Education and Undergraduate Education Programs in coordination and planning role. This position acts as a resource for UGME and PGME staff and faculty within the University and externally.

This position may be involved in sensitive meetings related to trainee performance and requires an individual capable of maintaining a high level of confidentiality.

Typical Duties or Accountabilities:

Diagnostic Radiology Residency Training Program (0.5)

• This position is involved in planning of long-range goals in conjunction with the Program Director and directing the implementation of those goals.
• Responsible for the day-to-day organization of the postgraduate program, often acting on behalf of the program with necessary approval.
• In consultation with the Program Director, ensure all work is compliant with University policies and procedures, accreditation standards (RCPSS) and RDOs contract.
• Generating schedules, monitoring and making approved changes to the annual resident schedules while ensuring each residents schedule is compliant with Royal College of Physicians and Surgeons of Canada (RCPSC). Provide guidance for residents and to meet educational objectives
• Ensure processes within the program are adhered to. Plan and initiate actions that improve the efficiency of work, and/or improvement of quality of services
• Ensure Accreditation compliance, maintain appropriate documentation for accreditation, collect data, Develop and generate necessary documents and correspondence (accreditation, etc.) and participate in the pre-accreditation and accreditation process.
• Participate in the implementation of training processes at all sites, including, but not limited to, organizing rotations to ensure effective delivery of education. Ensure curriculum requirements are met with respect to Half days, other workshops and sessions as set mandatory by the Royal College and the University.
• RPC meetings- Meeting Scheduling, Prepare the agenda, follow up on action items for Residency Education, Curriculum Meeting, Competency Committee, Program Evaluation Committee
• Disseminating information to applicants, updating program information on websites, assisting the Program Director by administering CaRMS processes; interview scheduling, interview day hosting.
• Assist with the transitioning of new residents into the program and U of S Environment. Oversee the orientation of the new residents, including training and accesses to institutional systems (pager, dictating, security access, phone, computer, etc.).
• Working with the Program Director to ensure efficient delivery of educational rounds, scheduling needs, room bookings and communication of Department Grand Rounds that align with the program curriculum.
• Monitoring, tabulating and reporting of resident vacation/sick/time away from the program; assisting during PGY1 orientation; working with the Program Director to ensure efficient delivery of educational rounds, scheduling needs, room bookings and communication of Department rounds and Grand Rounds.
• Liaise and coordinate with Telehealth
• Resident Evaluation- Oversee the credentialing process for initial appointment, reappointments, transfers and termination. Develop evaluation workflow, ensure timely dissemination and collection of resident assessments, and ensure face to face and 6 month evaluations are scheduled.
• Compilation of reports and program correspondence, annual revision of resident manuals; policy and procedure guidelines, create and maintain resident records efficiently through One45 and paper copies, as necessary.
• Plan, coordinate and execute resident events like Research day, visiting professor visits, Resident retreats, Resident farewell and welcome. Initiate applications for sponsorship for the events, drafting itinerary, coordinating the visit, planning and tracking of expenses and reimbursements.
• Tracking of program and resident expenditures.
• Act as a point of contact and resource for residents and faculty.
• Coordinate and manage resident registration and expenses for courses and workshops.
• Coordinate and proctor exams- Resident Orals, Resident OSCE, ER Sim exam etc.
• Maintain the Residency Program SharePoint site and website.
• Other duties as assigned

UGME, Medical Imaging Electives and Shadowing (0.2)

• Assess ability to take learners according to their elective objectives
• Scheduling of the UGME elective students. Drafting schedules for the Elective students, disseminating the elective information, orientation of elective students.
• Ensure that the UGME elective students meet their training requirements
• Evaluations- Developing a workflow for completion of the elective evaluations
• Scheduling of Shadowing Students according to their area of interest.
• Act as a resource for the students to answer residency and CaRMS interview related questions
• Other duties as assigned

Provincial Head Administrative Support (0.3)

• As required, provide coverage for day-to-day administrative support which includes collecting and distributing faxes and mail, arranging travel, booking meetings through the coordination of calendars and schedules, booking required spaces, procuring food, and reserving equipment.
• Support preparing and distributing the weekly schedule.
• Coordinate departmental rounds (i.e., Grand Rounds, Journal Club), including scheduling, arranging presenters and ensuring all logistic details including effective functioning IT supports.
• Support Special Projects as needed.
• Organize and facilitate department events.
• Prepare the Monthly call schedule and quarterly report for physicians’ after-hours coverage of the Medical Imaging Department.
• Other duties as assigned

Education:

Completion of Grade 12 and a recognized one year post-secondary business/administrative program.

Experience:

Three to five years of related experience in a University Health Care environment in an administrative role. Knowledge of Royal College Residency Training Programs and experience with One45 software are an asset.

Skills:

Ability to work independently and collaboratively in a team environment with a demonstrated commitment to ongoing program development while maintaining attention to detail and accuracy. Coordinating and undertaking 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. The candidate should be enthusiastic and self-motivated. 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 University of Saskatchewan Policies and Procedures, Knowledge of office software including MS office, Excel, Teams, and Outlook, One45 Software, and other University and Saskatchewan Health Authority system.

Department: Department of Medical Imaging
Status: Term 6 months with the possibility of extension or becoming permanent
Employment Group: CUPE 1975
Shift: Mon-Fri, 8:00-4:30 pm
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $30.25 - 38.38 per hour. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Operational Services
Salary Phase/Band: Phase 5
Posted Date: 11/11/2026
Closing Date: 11/25/2026 at 6:00 pm CST
Number of Openings: 1
Work Location: On Campus

The University of Saskatchewan aspires to be what the world needs and embraces equity, diversity and inclusion as foundational to excellence and innovation. We actively seek to create a welcoming environment where all individuals feel empowered to thrive, contribute, and grow. Applications from equity-deserving groups are encouraged as part of our ongoing efforts to reflect the diversity of the communities we serve: EDI Framework for Action.

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 the 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 provides an accessible and inclusive workplace. Should you require support through any stage of the recruitment process, please contact us for assistance.