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Job Summary

This position provides administrative support for the day-to-day operation of the residency program. Under the direction of the Program Director, the incumbent responds to the specific needs and inquires of faculty, residents, and medical students as they relate to recruitment and admissions processes; resident rotation scheduling resident and supervisor evaluations; and, administrative and financial support for the Program, Program Director, Residency Program Committee trainees within the Department of and/or trainees rotating through the department/division.

Duties and Responsibilities (may include but are not limited to the following)

Academic secretarial support to the Program Director

  • prepares confidential correspondence and reports related to administrative, academic, and clinical deliverables of the program
  • assist in maintaining the schedule, appointments, meetings and files of the Program Director

Perform administrative support duties to the program

  • central point of reference for phone calls, emails, in-person inquiries
  • drafting/preparing correspondence (sometimes sensitive and confidential)
  • scheduling and assisting in the preparation of reports
  • respond to inquiries from residents and staff, redirect complex problems to senior staff
  • provide reception services as required

Coordinate and maintain the annual rotation scheduling for residents

  • assignment of mandatory and elective rotations
  • educational seminars/teaching topics
  • organizing orientation dates
  • matching residents with faculty advisors
  • coordinating resident/faculty meetings
  • communicating with faculty, hospital and support staff

Coordination of the collection and compilation of resident evaluations

  • assessments of rotations and preceptors for residents in the program
  • using a web-based program (One45 and MedTech)
  • preparation and reporting evaluation summaries to the Program Director, and maintaining an assessments/evaluations of residents and preceptors

Manage records

  • gather and organize resident data
  • verify accuracy and allow for efficient access (MTD)
  • processing for storage of departed records
  • distribute information in the form of lists, documents of reports within the Department, to the Postgraduate Medical Education Office, SEAMO or to the Faculty of Health Sciences as required

Organize meetings/special events

  • coordinate retreats, research days, symposia and conferences as they arise.
  • provide support for educational sessions including room and audio-visual set-up, distribution of learning materials, and the collection and collation of evaluation forms
  • annual CaRMS selection interviews

Assisting with committee work

  • preparation of the agenda and supporting documents
  • compile and research information for the meetings
  • take and transcribe minutes for distribution

Assist with the process of accreditation by the Royal College of Physicians and Surgeons of Canada and the College of Family Physicians of Canada

Assist with recruitment/selection process (CaRMS)

  • advertising, and admissions processes
  • maintain Departmental website content, brochures and printed material as required

Administer Departmental accounts including monitoring and reconciliation

  • prepare financial spreadsheets
  • reconciliation
  • requisitions or journal entries
  • process transactions, prepare cheques
  • pay bills and complete deposits
  • responsible for the follow-up and resolution of account discrepancies

Coordinates all travel and accommodation arrangements for residents and/or program director

Other duties as assigned in support of the Program Director and/or department

New Program Administrators who are interested in a mentor please contact the PGME office and we will connect you with a current program assistant who is willing to mentor one of our new program administrators.