Elective/Clerkship Administrator

University of Saskatchewan; Saskatoon; Hybrid; CAD 53,000 - 83,000; Full time

Job summary

A leading educational institution in Canada seeks an experienced professional to provide administrative support in coordinating medical electives and clerkship orientations. The role involves managing scheduling, communication with students, and overseeing compliance with regulatory requirements. The ideal candidate has a background in education or health-related fields, alongside strong organizational and leadership skills. A salary range of $53,091 - $82,954 per annum is offered based on experience.

Qualifications

• Three to five years of related experience required.
• Experience supporting faculty is preferred.
• Knowledge of University processes including One45 and Canvas is an asset.

Responsibilities

• Provide administrative support for scheduling elective opportunities.
• Oversee the approval process for Social Accountability Electives.
• Manage communication with students regarding Orientation.

Skills

Leadership

Interpersonal skills

Problem analysis

Attention to detail

Communication

Education

Undergraduate degree in education or health-related field

Tools

Microsoft Office

SharePoint

Zoom

Excel

Job description

Overview

The UGME Office at the University of Saskatchewan is a collaborative and student-focused environment that supports medical learners through diverse clinical experiences. This role includes hands-on involvement in elective coordination, clerkship orientation, and student support, making a meaningful impact on the education of future physicians.

Visiting Electives

Provide administrative support for scheduling elective opportunities for students from institutions outside the University of Saskatchewan. Key responsibilities include:

• Gathering elective capacity updates from Department Administrators on a biweekly basis.
• Maintaining and updating elective availability on the AFMC Portal.
• Processing and reviewing elective applications to ensure all required documentation is complete and verified, including immunization records and N95 mask fitting.
• Communicating with confirmed visiting students regarding licensing procedures with the College of Physicians and Surgeons of Saskatchewan (CPSS).
• Requesting Saskatchewan Health Authority (SHA) IT accounts and dictation numbers for visiting students.
• Providing individualized support to international students to identify available elective opportunities. Once scheduled through the AFMC portal, collecting additional documentation such as criminal record checks and proof of malpractice insurance.
• Issuing invoices to international students and ensuring timely collection of fees.
• Following up with students post-elective to ensure assessment forms are submitted.

Social Accountability Electives (SAE)

Oversee the approval process for Social Accountability Electives for Year 3 and Year 4 Clerks at the University of Saskatchewan. Key responsibilities include:

• Managing the SAE SharePoint site.
• Processing student applications and forwarding them to the designated Faculty reviewer.
• Coordinating meetings between students and faculty.
• Tracking the status of approved applications.
• Distributing SAE assessments via One45.

Other Elective Duties

Provide administrative support for student electives. Key responsibilities include:

• Review all student elective learning plans at the start of the academic year and audit completed and confirmed electives throughout the academic year to ensure students are meeting all requirements (diversity, caps, etc.).
• Supporting timely completion of elective assessments through faculty follow up at peak times as required.
• Request Saskatchewan Health Authority accounts and access cards for University of Saskatchewan clerks for Saskatoon electives.

Clerkship Orientation

• Build effective working relationships with the Year Chairs, Course Director, and Clinical Learning Resource Centre (CLRC), to deliver orientation activities for clerkship students.
• Confirm and book Procedural and Clinical Skills dates with CLRC.
• Request Saskatoon Clerk SHA accounts, dictation IDs, prox cards, meal cards, and stipends.
• Communicate and schedule orientation presentations with faculty and with partners (CPSS, SMA, SCM, SHA and Saskatoon Pharmacy Services).
• Arrange tutors and schedule for Procedural and Clinical Skills. Provide tutor packages.
• Submit hours for all faculty and tutors.
• Arrange N95 fitting and ACLS/BLS training.
• Ensure completion of all required student forms and training certifications and upload to student files.
• Ensure completion of course module.
• Update clerkship information on current student website, ensuring accuracy and relevance.
• Ensure all orientation information in One45 and Canvas is accurate and complete.
• Manage communication with students regarding Orientation.

Clerkship Administration Support

Provide support to Clerkship support staff across all sites. Key responsibilities include:

• Onboarding for new Clerkship support staff and ensuring access to applicable applications.
• Host the tri-annual administrative meetings; book, create agenda, take meeting minutes, track and ensure completion of action items, work with Academic Director, Associate Dean UGME and Student Services Director for annual presentations and ensure updates to policies and procedures are disseminated.
• Timely communication with Clerkship support staff regarding updates.

Other Duties

• Timely notification to students and tracking of Saskatchewan Health Region outbreaks.
• Additional duties as assigned.

Education, Experience, and Skills

Education: An undergraduate degree, preferably in education or health-related field, or a degree related to leadership. An appropriate combination of education and experience may be considered.

Experience: Three to five years of related experience required; experience supporting faculty is preferred. Proficiency with SharePoint, Microsoft Office, Word, Zoom, and Excel is required. Knowledge of University processes, and College of Medicine programs including One45 and Canvas would be an asset.

Skills: This role requires strong leadership, initiative, and interpersonal skills; the ability to develop and maintain working relationships with coworkers and external partners. Capable of prioritizing and functioning in a demanding setting with competing deadlines; excellent verbal and written communication; professionalism, tact, discretion, confidentiality, and cultural sensitivity; meticulous attention to detail; problem analysis and solution proposal; ability to work independently and as part of a team; adherence to instructions, policies, and procedures; and familiarity with Microsoft Office and curriculum management processes at the University of Saskatchewan.

Inquiries regarding this position can be directed to Sherry Pederson at [e-mail].

Department and Employment Details

Department: College of Medicine
Status: Term 2 Years with the possibility of extension or becoming permanent
Employment Group: ASPA
Shift: 830-430
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $53,091.00 - 82,954.00 per annum. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Specialist Professional
Salary Phase/Band: Phase 1
Posted Date: 9/19/2025
Closing Date: 10/3/2025 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 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. Verification of Indigenous Membership/Citizenship at the University of Saskatchewan is led and determined by 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 Human Resources for assistance.