PGME Operations Administrator, Postgraduate Medical Education

University of Calgary; Calgary; On-site; CAD 30,000 - 60,000; Full time

Job summary

An established industry player in medical education is seeking a dedicated PGME Operations Administrator. This role involves overseeing resident registration, managing contracts, and ensuring accurate data flow within the educational framework. The ideal candidate will possess extensive experience in medical education and a strong understanding of university operations. Join a dynamic team committed to supporting the training of medical professionals and enhancing educational processes. If you thrive in a collaborative environment and are passionate about improving operations, this opportunity is perfect for you.

Qualifications

• 5+ years experience in educational institutes required.
• Expertise in Canadian postgraduate medical education policies needed.

Responsibilities

• Manage resident registration and oversee contracts and leaves.
• Collaborate with internal and external stakeholders for accurate information flow.

Skills

Medical Education Knowledge

University Student Information System

SharePoint

Microsoft Office Applications

Data Analysis

Organizational Skills

Writing and Editing Skills

Education

University Degree

Tools

Microsoft Office

Adobe Publisher

Job description

Description

The Office of Postgraduate Medical Education in the Cumming School of Medicine is currently seeking a Full-time PGME Operations Administrator.

The Office of Postgraduate Medical Education (PGME), Cumming School of Medicine, is accredited by the Royal College of Physicians and Surgeons (RCPSC) and the College of Family Physicians of Canada (CFPC). It oversees the education and training of 1250+ medical residents, fellows, international trainees, and visiting elective residents in 65 specialty and subspecialty residency programs in a variety of clinical and academic settings situated in five Calgary hospitals with collaborative relationships in metro and rural settings. Residency training programs vary in length from two to eight years, have independent education curricula, and are separately accredited according to the Royal College and College of Family Medicine mandated requirements.

The PGME Operations Administrator reports to the Manager, Registration Postgraduate Medical Education (PGME).

Summary of Key Responsibilities (job functions include but are not limited to):

• Resident registration in the University Student Information System
• Facilitates resident contracts and applications for leaves
• Liaise with internal and external stakeholders to ensure current and accurate information flow
• Oversees resident promotion data to ensure accuracy in training levels and salary levels
• Oversees the PGME Web App for annual registration and payment of resident fees and subsequent reporting
• Supports the Manager Registration with the Canadian Residency Matching Service (CaRMS) process
• Maintains the PGME database of resident enrollment information
• Oversees the accuracy and distribution of certificates related to completion of training for approximately 250 trainees annually
• Oversees the PGME File Retention Program for 65 residency training programs ensuring that resident files are archived as per University Standards
• Collaborates with colleagues in the PGME registration team to ensure resident information is entered accurately in the University's Student Information System at the start of the academic year and maintains continuous updates to resident enrollments
• Collaborates with colleagues in the PGME registration team to ensure the resident contracts are created and distributed in preparation for the start of the academic year and throughout the year for off-cycle trainees
• Ensures that leave of absence information is entered accurately into the University's Student Information System

Qualifications / Requirements:

• A minimum of 5 years related experience within an educational institute required
• Completion of a University degree required
• Significant past experience in a medical education or equivalent university environment required
• Excellent knowledge of educational institutions, hospital/clinical settings, and Canadian postgraduate medical education policies and procedures required
• Expert knowledge of the University Student Information System and uniqueness of the PGME SIS modules
• Excellent knowledge of the SharePoint platform
• Excellent working knowledge of Microsoft Office Applications (Word, Excel, Access, PowerPoint), University-supported web browsers and Adobe Publisher
• Demonstrated ability to analyze and report on student information
• Strong attention to detail and the ability to work independently and set priorities in a complex environment
• Strong planning and organizational skills, effective decision making and problem solving ability
• Demonstrated writing and editing skills
• Ability to contribute to improved processes and operations
• High degree of professional conduct in dealing with confidential and sensitive issues
• Need for flexibility to deal with changing demands and deadlines

Application Deadline: January 10, 2025

This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 2.