Program Assistant II

WESTERN UNIVERSITY; London; On-site; CAD 55,000 - 75,000; Full time

Job summary

Western University in London, Ontario, invites applications for a Program Assistant within the Department of Medicine. The role supports the educational portfolio, PGME, and accreditation processes across the division and department.

You will provide administrative support to the Program Director and Chair, coordinate budgets, schedules, and communications with residents, faculty, and external bodies, while upholding professional standards and confidentiality.

Qualifications

• Degree-level administrative experience or equivalent in an academic/medical setting.
• Experience supporting senior leaders and coordinating program logistics.
• Familiarity with residency education and accreditation processes is a plus.

Responsibilities

• Coordinate postgraduate (PGME) and Department of Medicine (DOM) activities and requirements.
• Provide administrative support to the Program Director, Program Director Assistant(s), and Chair/Chief.
• Manage schedules, examinations, documentation, and evaluations using specialized software.
• Prepare statistical and qualitative data, reports, and presentations for accreditation purposes.
• Maintain confidentiality and interact professionally with diverse stakeholders.

Skills

Communication skills

Analytical skills

Multi-tasking

Confidentiality

Team collaboration

Adaptability

Education

3-year community college diploma in Business Management/Administration or related discipline

Tools

Elentra

Acuity STAR

CaRMS

CanAMS

Job description

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Since 1878, Western University has been committed to serving our communities through the pursuit of academic excellence and by providing students, faculty, and community members with life-long opportunities for intellectual, social, and cultural growth. We seek excellent students, faculty, and staff to join us in what has become known as the "Western Experience" - an opportunity to contribute to a better world through the development of new knowledge, new abilities, new connections, and new ways to make a difference.

About Us

The mission of the Department of Medicine at the Schulich School of Medicine & Dentistry is to clarify the Department’s purpose and acts as the benchmark against which we judge our actions and decisions:

• To our patients, we use our expertise to provide the best possible care;
• To our community, we are responsive to their needs including safe and timely treatment and prevention; and facilitating the development of a healthy community;
• To ourselves, we are a faculty that is never satisfied with the status quo; dedicated to continually improving patient care, creating innovative learning opportunities for all learners and advancing knowledge through research excellence;
• To fully support the career development and success of faculty, staff, and students; and,
• To efficiently and effectively manage funding and payments of $88 million/year, ensuring proper audit and generally accepted accounting principles are strictly followed.

Responsibilities

The Program Assistant will support the effective and efficient operation of the educational portfolio in the Division and the Department of Medicine as needed, and the administration of the postgraduate residency program ensuring adherence to accreditation standards from the Royal College of Physicians and Surgeons of Canada’s Competency Based Medical Education (CBME) system. The role will provide administrative support for the Program Director, Program Director Assistant(s), and Chair/Chief and will be responsible for the coordination of the Postgraduate (PGME), and Department of Medicine (DOM) activities and operational requirements. The Program Assistant will provide administrative support and act as a first point of contact and resource for all inquiries from the Division Program Director, faculty members, leaders, staff, residents and external stakeholders. The role provides administrative leadership regarding the Division operations, residency program(s), budget projection and maintenance, examination coordination and documentation, evaluations, schedules, events and committees, regulatory processes, and the CaRMS application and selection process. They will also provide support with the requirements of regulatory and accreditation bodies and Western University related policies and procedures as well as committee coordination and documentation ensuring all accreditation requirements are addressed. The role will contribute to the ongoing refinement of program processes and procedures, manage assessment and evaluation systems, and create and coordinate various complex schedules and evaluations using specialized software. The Program Assistant will coordinate information and logistics for the new CBME accreditation expectations and will organize and prepare statistical and qualitative data, reports and presentations for the Royal College External Review.

Qualifications

Education:

• 3-year community college diploma in Business Management/Administration or related discipline required

Experience:

• 2 years of experience providing administrative support to a senior leader and coordinating logistics of programs; preferably in an academic or medical environment
• Experience providing administrative support in an academic environment preferred
• Experience providing support to resident trainees, medical students, and academic staff preferred
• Experience providing administrative support for curriculum development and education research preferred

Knowledge, Skills & Abilities:

• Strong verbal and written communication skills to clearly express ideas in an objective manner and adapt communication style to suit the situation and audience
• Strong mathematical and analytical skills to complete accurate calculations with the ability to synthesize sizable amounts of detail/data and reports and present information and materials to different audiences
• Demonstrated ability to take initiative, to work independently and follow through on work assignments to completion accurately and in a timely manner
• Ability to apply active listening to hear and understand the complete message being communicated using the skills of empathy and understanding
• Competency to maintain confidentiality and treat sensitive information with discretion
• Ability to establish rapport with people from diverse backgrounds
• Demonstrate the ability to understand and resolve external and internal partner issues
• Ability to maintain a positive, outgoing attitude with genuine customer service orientation
• Ability to multi-task and maintain an organized and effective personal work environment
• Adapts readily and effectively to changing priorities and demands with the ability to manage multiple time-sensitive projects at one time
• Personable and courteous in working relationships with colleagues, faculty members, students and the public
• Ability to make appropriate decisions and resolve issues by identifying the critical elements of a problem situation and considering each aspect
• Ability to interact professionally with others including students, staff, faculty, and other members of the University community
• Intermediate proficiency required in Microsoft Office in order to prepare emails, correspondence, announcements, and to input data into spreadsheets and databases
• Familiarity with software applications used by Western preferred – e.g. Elentra, and Acuity STAR, video conferencing software and web-based programs, CanAMS and CaRMS
• Ability to work independently and effectively as a member of the team to achieve department goals
• Valid driver's license with access to a vehicle; travel is periodically required within the city, and may be outside of regular business hours
• Ability to learn and apply new terminology quickly and efficiently (such as terminology related to medical education, residency curriculum, accreditation)
• Ability to proofread and edit detailed documents ensuring absolute accuracy
• Strong knowledge of policy and procedure requirements and importance, and the ability to learn and use these supports to manage the program (including Schulich School of Medicine & Dentistry Postgraduate Medical Education Office, LHSC and St. Joseph’s Medical Affairs as it pertains to resident trainees, The Royal College of Physicians and Surgeons of Canada (RCPSC), The College of Physicians and Surgeons of Ontario (CPSO), Professional Association of Residents of Ontario (PARO), Canadian Residency Matching Services (CaRMs)) is preferred

Union Statement

Western welcomes applications from all qualified individuals; however, it is the university's policy to give first consideration to all qualified UWOSA applicants.

Western Values Diversity

The University invites applications from all qualified individuals. Western is committed to employment equity and diversity in the workplace and welcomes applications from women, members of racialized groups/visible minorities, Indigenous persons, persons with disabilities, persons of any sexual orientation, and persons of any gender identity or gender expression.
Accommodations are available for applicants with disabilities throughout the recruitment process. If you require accommodations for interviews or other meetings, please contact Human Resources or phone [phone].

Please Note:

This position is an existing vacancy. This position is fully in-person, on-site. We thank all applicants for their interest; however, only those chosen for an interview will be contacted.