Family Medicine Program Administrator

0.5 EFT PART-TIME RESIDENCY PROGRAM ADMINISTRATOR

Qualifications

· Completion of a formal training program in a related discipline from a recognized institute is required.

· Related experience is an asset.

· Experience working in a University or medical education environment with knowledge of University policies and procedures is preferred.

· Experience using Curriculum Management System is an asset.

· An acceptable equivalent combination of education and experience may be considered.

Skills and Abilities

· Strong knowledge of University, Medical Education, and Hospital functions, policies and procedures

· Competence in advanced features of a spreadsheet/database application, sharing data between applications and creating and editing reports.

· Demonstrated proficiency, at an intermediate level, in the use of Windows and Microsoft Office Applications is required.

· Demonstrated experience in curriculum management systems is required.

· Must effectively complete tasks, multiple priorities, complex administrative processes independently and in conjunction with others.

· Excellent communication skills; organization skills; problem-solving skills and conflict-resolution skills are required

· Ability to assess situations and determine appropriate action is required.

· Ability to demonstrate tact, diplomacy and professionalism at all times is required.

· Ability to coordinate workflow, identify processes requiring improvement and recommend modifications to improve efficiency is required.

· Ability to contribute effectively to the department strategic plans and goals and objectives of the team is required.

· Ability to work in harmony with others and provide assistance to staff, learners and the public is required.

· Ability to develop and maintain professional working relationships is required.

· Attention to detail and accuracy of same is required.

· Ability to identify and maintain confidential information.

· Familiarity taking minutes is required.

· Satisfactory work record, including satisfactory attendance and punctuality, is required.

Responsibilities and Duties

· Acts as a point of first contact for learners and the public for questions or requests.

· Liaises with designated individuals in the program/department, clinic and with other programs/departments to develop individualized schedules for Family Medicine residents within the Family Medicine residency Program.

· Responsible for the creation and updates of the master rotations schedule involving independently scheduling, and working closely with the Education Director(s) and other required individuals towards decisions on rotation changes and updates.

· Coordinates and organizes educational activities, curricular requirements, events/activities, daily and call schedules for learners and preceptors working with the Education Director(s) and other required personnel.

· Liaises with other Family Medicine Programs, Streams, Sites, Teams, Staff, other departments/programs, various clinics, educational sites, PGME, Max Rady College of Medicine, Rady Faculty of Health Sciences and other external partners for academic and educational activities and enquires when required.

· Assists in all matters related to the appointment, reappointment, completion of training and completes required forms for these, all residents' time-off and leave requests and required forms.

· Coordinates and disseminates assessments and evaluations as well as required reports following the Family Medicine, PGME, Max Rady College of Medicine and Rady Faculty of Health Sciences policies, processes and procedures, including follow-up on pending/outstanding assessments and evaluations.

· Informs the Education Director in a timely manner when residents/learners have not successfully completed a rotation, or when significant performance issues or other concerns are identified.

· Participates with faculty/preceptors in regular reviews of resident progress as a contributing member, and follows up on action items as required.

· Maintains all required information in the electronic Curriculum Management System (i.e. Entrada) and complete and confidential learners' files.

· Organizes (in consultation with the Education Director), provides administrative support and attends Site Education Committee Meetings and other required meetings.

· Participates in Residency Program Committee Meetings and other required meetings.

· Provides administrative support and acts as a primary source of information for the Education Director(s), Family Medicine Residency Program, and residents. learners and Faculty on day-to-day educational questions and supports (including but not limited to answering questions, providing information/resources, seeking the information as required, redirecting enquiries as appropriate, attending required meetings, follows up on matters arising from meetings when necessary).

· Responsible for ensuring compliance with the PARIM Collective Agreement, Family Medicine, PGME, Max Rady College of Medicine, Rady Faculty of Health Sciences and the University of Manitoba policies, processes and procedures.

· Provides support and participates in the accreditation process, activities, projects, and CaRMS when required.

· Contributes to the Program/Department's policies, procedures, newsletters and other materials when required.

· Develops and maintains strong working relationships with other staff and key stakeholders outside the department.

· May be required to perform related duties not exceeding skills and capabilities when required.

Job Types: Part-time, Permanent

Salary: $35,000.00 per year

Benefits:

• Dental care
• Extended health care
• Life insurance
• Paid time off

Schedule:

• Day shift
• Monday to Friday

Ability to commute/relocate:

• Neepawa, MB R0J 1H0: reliably commute or plan to relocate before starting work (required)

Education:

• Secondary School (preferred)

Experience:

• Front desk: 1 year (preferred)
• Administrative experience: 1 year (required)

Work Location: In person