Enhanced Skills Administrator

Job Responsibility: Department Faculty of Medicine & Dentistry - Family Medicine Dept Salary range $51,821.52 to $70,382.74 Hours per week 35 Grade 8 Posted date July 4, 2024 Closing date July 17, 2024 Position Type Full Time - Trust Funded

Description

This position is a part of the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

Location - Work primarily takes place at North Campus, Edmonton. This role is hybrid with a mix of remote and in-person.

Working at the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to more than 14,000 faculty and staff, over 40,000 students and 260,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

Working for the Department

The Department of Family Medicine is one of the top schools of family medicine in Canada responsible for educational innovations and research that have been adopted across Canada and internationally. We work hard, but always within an environment of professionalism and respect. Fun is encouraged. As an educational institution, we strongly promote skills and knowledge improvement for our staff, as well as the continuous improvement of our work. Innovation is expected.

Position

The Enhanced Skills Administrator is responsible for the general administration of Family Practice Anesthesia (FPA), Care of the Elderly (COE), Sport and Exercise Medicine (SEM) Category 1 programs and the Primary Care Obstetrics (PCObs) Category 2 program. This position requires both independent initiative and collaboration with the residency program team to successfully administer the program activities. With minimal supervision and under the direction of the residency program coordinator, this position requires the ability to work independently and have a high level of skill in organization, decision-making and communication (interpersonal, electronic and telephone).

This position also requires the ability to take initiative, be proactive, creative, and work in a multi-task environment which is highly demanding in terms of pace and deadlines.

Duties

• Maintain confidential and complete resident files including evaluations, reports, references and correspondence.
• Coordinate, organize and maintain rotation evaluations and assessments via web and paper-based systems.
• Miscellaneous projects (i.e., arranging photo sessions for residents, faculty/resident social activities, and redesigning and producing forms for program activities).
• Provide administrative support to the program directors, faculty physicians/clinic preceptors and residents.
• Track and submit clinical preceptor stipends following resident electives.
• Coordinate CaRMS applications for all enhanced skills programs and assist with updating CaRMS interview status, scheduling interviews and entering rank order lists.
• Receive and respond to requests for program information from interested applicants.
• Request recruitment criteria documents and notify the Postgraduate Medical Education (PGME) office.
• Follow-up on orientation, pager, parking, e-mail, addition to the Google Calendar, and One45, Netcare and eClinician training for residents.
• Coordinate rotation scheduling of PGY3 residents in collaboration with physicians and other program administrators; problem solve rotation conflicts and schedule off-service rotations and incorporate vacation/rotation requests; update schedules in the resident calendar via Google Calendar and notify the program director every three months.
• Coordinate early resident meetings, orientation, research, rotations and electives for either the six-month or year program.
• Arrange for senior resident room key.
• Distribute and collect preceptor, rotation and faculty evaluations using One45.
• Schedule evaluations between residents and the program director to discuss progress.
• Maintain and distribute the monthly call schedule.
• Compile data and prepare four-month reports required by the PGME office.
• Organize and maintain evaluations of residents on off-service rotations by distributing evaluations and follow-up through web-based and paper systems.
• Proctor all exams for programs.
• Train faculty advisors on the CBAS system and follow-up with CBAS field note and progress report completions.
• Submit program completion verification to the CFPC.
• Assist the enhanced skills program director on any initiatives or changes being implemented.
• Plan, organize and minute Enhanced Skills RPC meetings by coordinating meetings, preparing and distributing agendas, recording minutes, assisting in the follow-up of items requiring attention, and ensuring that Terms of Reference are being updated on an annual basis for various committees; attend and minute quarterly family practice anesthesia meetings.
• Schedule and coordinate site and rotation orientations for residents; develop and maintain a list of rotating residents and medical students.
• Assist in coordinating weekly academic half days for residents including room bookings, equipment, dissemination of information and monitoring resident attendance.
• Coordinate and disseminate notices for monthly/weekly rounds, seminars, conferences, courses, research activities and awards.
• Collaborate with the program medical education and technology coordinator, administrative support staff in the Department of Family Medicine, and enhanced skills/rural medicine training program on the application process, scheduling, website updates and organization of rotations for various learners.
• Schedule clinical and written exams on eClass at the end of the program.
• Assist FPA, SEM, COE and PCObs disciplines with accreditation activities; compile program data during and following the accreditation visit, working closely with central residency program administration.
• Maintain the manual for the position.
• Attend weekly family medicine team meetings and participate in monthly meetings of the Residency Program Committee, Residency Organizational Committee when required, and Site Administrator meetings.

Minimum Qualifications

• Postsecondary degree in a relevant discipline. Equivalent combinations of education and experience will be considered.
• 3-5 years of experience in a complex administrative environment with extensive involvement in postsecondary educational administration.
• Computer proficiency in a Windows environment using Microsoft applications (Word, PowerPoint and Excel).
• Familiarity with Google applications (Mail, Drive, Sites, Calendar and Meet), One45 and Zoom.
• Excellent communication (oral and written) and interpersonal skills.
• Experience taking minutes.
• Strong accuracy and attention to detail.
• Excellent editorial and proofreading skills.
• Highly developed organizational and problem-solving skills.
• High level of tact and discretion; must be able to maintain absolute confidentiality.

Preferred Qualifications

• Medical and academic experience preferred.
• eClass and various virtual platforms considered an asset.

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

The University of Alberta is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage women; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression; and all those who may contribute to the further diversification of ideas and the University to apply.

Note: This opportunity will be available until midnight July 17, 2024, Edmonton, Alberta local time.