Program Administrator, Postgraduate Medical Education

University of Saskatchewan; Saskatoon; On-site; CAD 34,000 - 43,000; Full time

Job summary

The University of Saskatchewan seeks a Program Administrator for Postgraduate Medical Education to support the Clinician Investigator and Clinician Educator Programs. You will assist the Program Directors, coordinate scheduling, gather data, and manage resident records and learning platforms.

This role requires navigating RCPSC/CFPC policies and CaRMS processes. Strong organizational, communication, and coordination skills are essential, with experience in university settings and familiarity

Qualifications

• Completion of Grade 12 and a recognized one-year admin program.
• Three to five years of university administrative experience.
• Knowledge of RCPSC/CFPC and CaRMS is an asset.
• Excellent interpersonal and written/verbal communication.
• Strong organizational, problem-solving and decision-making skills.

Responsibilities

• Coordinate day-to-day administration of CIP and CED programs.
• Gather data and prepare program correspondence.
• Assist with resident orientations and travel arrangements.
• Maintain resident records and learning platforms (One45, Elentra).
• Prepare reports and agendas for meetings.

Skills

Independent work

Communication skills

Organizational skills

Multitasking

Problem solving

Team collaboration

MS Office

One45 Software

Elentra

CaRMS

CanAMS

Zoom

Education

Grade 12

One-year post-secondary admin program

Tools

One45

Elentra

Concur

ConnectionPoint

CaRMS portal

CanAMS

Zoom

MS Excel

Job description

Program Administrator, Postgraduate Medical Education

Primary Purpose: The Program Administrator (PA) for a Residency Program at the University of Saskatchewan is responsible for providing high level specialized program support to the Program Director and the residents of the Clinician Investigator Program (CIP) and the Clinician Educator Program at USask. This position will assist with the promotion of the Clinician Investigator Program (CIP) and Clinician Educator Program (CED), working closely with each Program Director to expand and promote health research alongside clinical practice. This role will support separate research‑based programs within Postgraduate Medical Education working with a Program Director from each program.

Nature of Work: Reporting to the PGME Manager and accountable to each Program Director, PGME Manager and Associate Dean, PGME, 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, and attention to detail in maintaining records and correspondence. This position will identify priorities, develop workflow strategies, and implement them to ensure daily objectives and long‑term planning and objectives are achieved. Work performed is complex and is performed independently (with general guidance from the Program Director and/or PGME Manager) by determining program processes and working within accreditation standards and resident collective agreement clauses. The PA will take initiative to establish timelines and priorities to achieve goals and appropriate outcomes. Work will be performed in a fast‑paced environment and collaboration with PGME team members is required to successfully provide required program support.

Typical Duties:

Support for Program Director, Residents, Faculty and Program:

• Responsible for the day‑to‑day organization of the Clinician Investigator Program and Clinician Educator Program, and often acts on behalf of the programs with necessary approval.
• Gather data and create correspondence on behalf of the programs/program directors.
• Assist during resident orientations
• Ensure access to/troubleshoot challenges with necessary learning platforms used by residents.
• Support resident wellness, provide academic support, encourage growth opportunities, and support learning development for residents.
• Monitor, tabulate, and report resident vacation/sick/time away from the program.
• Assist in process for residents in difficulty, liaising with the resident, program directors and the PGME for remediation and extended learning plans.
• Work with the Program Directors to ensure efficient delivery of educational rounds, scheduling, learning sessions, room bookings and communication that align with the program curriculum.
• Support elective/rotation planning – rotations and local, out of province electives and off‑service electives.
• Compile reports and program correspondence, sometimes on behalf of the Program Directors, Residency Program Committee and Competence Committee; book supervisor meetings, prepare agendas and minutes, track action items for meetings, compile reports to RPC for resident progression.
• Prepare resident manuals, upgrade forms, templates, policies and guidelines.
• Coordinate and attend events eg: Resident Research Day, CaRMS interviews.
• Track faculty and/or resident attendance for teaching rounds and PGME required courses.
• Attendance at regularly scheduled PGME Program Administrator meetings and participation in the PGME PA mentorship program is expected.
• Travel to National Conferences and local workshops may be required.

Scheduling

• In consultation with the Program Directors, prepare schedules and make approved changes to the annual resident schedules while ensuring each resident’s schedule is compliant with Royal College of Physicians and Surgeons of Canada (RCPSC)/College of Family Physicians of Canada (CFPC) training requirements.
• Schedule examinations, as required.

Support for Evaluation and Examination

• Ensure timely dissemination and collection of resident assessments.
• Facilitate 6‑month progress reports.
• Ensure face to face feedback is scheduled.
• Compile year‑end summary reports (ie: faculty, CanMeds and Resident Evaluations).
• This position may be involved in sensitive and confidential issues/meetings related to trainee performance.

Knowledge of Policies

• Acquire a strong specialized working knowledge of Royal College/CPFC accreditation standards, the RDoS collective agreement, CaRMS (Canadian Resident Matching Service), PGME policies & procedures, USask policies, as well as program processes and policies.
• Ensure processes within each of the Clinical Investigator program and Clinician Educator Program are adhered to, make recommendations to the Program Directors for change in clerical process to enhance the operations of each program, and incorporate process changes as appropriate.

Electronic Platforms

• Create and maintain resident records efficiently through One45.
• Utilize Elentra for assessment, evaluation, and CBE tracking
• Assist residents with Concur to complete travel requests for electives, program mandatory events, rotations and courses.
• Use ConnectionPoint to process expenses and reimbursements, as required.
• Update CanAMS (Accreditation Management System) regularly.
• Be familiar with CaRMS online portal.
• Have strong knowledge base and experience with virtual platforms such as Zoom.

CaRMS and Admission of Residents

• Disseminate information to applicants, update program information on websites.
• Assist the Program Director by administering CaRMS processes such as interview scheduling and interview day hosting, participating in selection committee meeting to take notes, answering questions and possibly providing feedback on an applicant.
• Provide coordination for the selection committee.
• Communicate throughout the process with the applicants.
• Orientate new residents
• Maintain close contact with the PGME office throughout the CaRMS process.

Accreditation Related Activities

• Enter and update information in CanAMS regularly.
• Participate in the accreditation process as necessary.
• Schedule meetings for reviewers and manage logistics as required.
• Ensure all documents are updated and readily available to the reviewers.
• In consultation with the Program Director, ensure all work is compliant with University and College policies and procedures, applicable regulations (RCPSC/CFPC) and accreditation standards as well as necessary collective agreements (RDoS).

Competence by Design (CBD) related Duties/Responsibilities

• Provide significant support when programs are being redesigned and changes are being implemented, such as during the transition to Competence by Design. Once changes have been implemented, PAs continue to ensure that their program meets new requirements.

Working with PGME, Program Administrators and University Staff

• Share required/requested information with PGME office in a timely manner.
• Mentor other program administrators.
• Be familiar with the PA SharePoint site.

Education: Completion of Grade 12 and a recognized one‑year post‑secondary business/ administrative program. An equivalent combination of education and experience may be considered.

Experience: Three to five years of related experience in a university environment in an administrative role. Experience working in diverse and inclusive environments is required. Knowledge of Royal College Residency Training Programs/College of Family Physicians of Canada and experience with university software are an asset. Experience with research and/or project management is an asset.

Skills:

• Ability to work independently and collaboratively in a highly confidential team environment with a demonstrated commitment to ongoing program development.
• 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 MS Office suite (including Excel), Internet and Email, One45 Software, and other USask and Saskatchewan Health Authority Software.
• Knowledge of research processes.

Department: College of Medicine
Status: Term 12 months
Employment Group: CUPE 1975 - Restricted
Shift: Mon‑Fri, 8:30-4:30pm
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $24.74 - 31.37 per hour. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Operational Services
Salary Phase/Band: Phase 4
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 thedeybwewin | 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.