Administrative Assistant

Reporting to Department Head of Anesthesiology and Perioperative Medicine (DAPM), the incumbent is responsible for office administrative duties for the operation of the Clerkship, Residency and Fellowship Programs in Anesthesiology. Duties include assisting with academic activities, providing administrative support to the recruitment process and associated administrative functions to the clerkship, residency and fellowship programs. The position is responsible for the delivery of academic programming logistics, recruitment processes, resident and clerk scheduling coordination, accreditation-related documentation, event planning, systems management, and communications for UGME, PGME, fellowship trainees, and observerships. The incumbent serves as a liaison with faculty, residents, learners, hospital partners, and university offices, and ensures continuity of operations during PGME Coordinator absences. The incumbent will compile, process, and disseminate information within the programs and will possess strong interpersonal and communication skills in their daily interaction with internal and external contacts.

KEY RESPONSIBILITIES:
Postgraduate Medical Education (PGME):
• Assist in the coordination of the first and second iterations of the CaRMS (Canadian Residency Matching Service) recruitment process for Postgraduate Education. Will provide support for CaRMS event organization.
• Perform administrative duties, including preparing correspondence, word processing, and document formatting, scheduling and maintaining appointments, meetings, conferences, screening calls and visitors, inventory monitoring, record keeping, and preparing minutes.
• Respond to inquiries and act as a resource person and contact for the residency program. Research or synthesize answers to questions and solve administrative problems within guidelines. Refer complex problems to senior staff only when necessary.
• Assist with the organization of oral exams.
Coordination of special events including all aspects associated with planning and execution for orientation and resident retreat
• Provide backup support to the PGME Coordinator when they are away, including monitoring emails, messages from residents, managing the resident schedule, etc.
• Assist with educational department activities as required including but not limited to CaRMs, recruitment and orientation activities.
• Assist with Committee work and special projects. Liaise with the appropriate administrative structures, which may include, University Departments, other universities and Faculties of Medicine. Arrange travel as require. Respond to inquiries from residents, staff, and the general public and redirect complex problems to senior staff.
• Assist with Resident MSF (multi source feedback) distribution, collating and filing.
• Assist in the preparation of regular Resident Program Committee and Competence Committee meetings by scanning, uploading, and managing relevant documents in resident files in Elentra.
• Support the resident academic program by sending monthly reminders to staff regarding their upcoming teaching schedule, populate and update the learning events calendar when changes are made, and assist in communications around changes to the program as required.
• Maintain the PGME Elentra site, including entering new academic cycles, updating program content, and managing attendance records.

Undergraduate Medical Education (UGME):
• Provide administrative support to undergraduate program by managing the Clerkship Program for the DAPM.
• Respond to general inquiries, providing information and feedback, and assisting to resolve issues that arise in day-to-day administrative operations of the clerkship program. Liaise effectively with university, hospital staff, administrators, medical students and clinical faculty, to coordinate work and information flow.
• Prepare clerks’ weekly clinical schedules and disseminate to the clerks
• Maintain, on Panopto, Clerkship’s asynchronous learning videos and quizzes.
• Schedule and facilitate the orientation session that occurs every two weeks including: preparing an orientation package; booking the library space; sending the orientation email to students; and running the orientation video for the students and answering any questions they may have.
• Schedule end of rotation meetings between the students and the Clerkship Program Director.
• Schedule simulation sessions with the Simulation Center and work with the PGME Coordinator to schedule a resident to present the simulation session.

Fellowship and Observership Administration:
• Assist in the organization of fellowship trainee applications (national and international), circulating to staff, coordinating hospital credentialing and administering the Pre-Entry Assessment Program (PEAP) if applicable.
• Assist fellowship director in application review, screening, and coordination of interviews
• Organize all observership requests for the DAPM
• Undertake other duties as assigned, in support of the department and the department’s research team.

The position supports Undergraduate and Postgraduate Medical Education programs in approximately equal proportion (50% UGME / 50% PGME) and also provides administrative coordination for fellowship trainees and observerships.

REQUIRED QUALIFICATIONS:
• Two-year post-secondary program in business administration combined with relevant experience.
• Experience in an organizationally relevant environment and knowledge of the university structure will be considered an asset.
• An equivalent combination of education and experience will be considered.

SPECIAL SKILLS:
• Office administration skills, including advanced computer skills, especially word processing, knowledge of database, scheduling, spreadsheet, and WebEval. Ability to learn new software packages as required.
• Proficiency with the following software applications: Microsoft Office including Word, Excel, Outlook, PowerPoint, Access, and Publisher. Experience working with web editing software, database, and accounting software preferred.
• Interpersonal and communication skills both verbal and written to interact with a wide variety of people in many different contexts. This is important both for office supervision and for liaison duties where information must be clearly and accurately relayed.
• Analytical and problem-solving skills to help resolve administrative problems and to maximize efficiency.
• Organizational and time-management skills, to coordinate the work of others as well as oneself. Ability to focus despite many different duties and frequent interruptions.
• Knowledge of university and hospital structure, procedures, and administrative systems a definite asset.
• Experience with project planning would be considered an asset.
• Ability to adhere to strict confidentiality.

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