Coordinator, Academic Programs – University of Saskatchewan

Title of the Job: Coordinator, Academic Programs

Location: Saskatoon, SK

Job Description: Coordinator, Academic ProgramsPrimary Purpose: The Department of Family Medicine is a large complex provincially distributed medical education program in the College of Medicine at the University of Saskatchewan and is dedicated to excellence in patient care, teaching and learning, research, and administration. The primary purpose of this position is to coordinate and standardize the work relating to the academic programs in the Medical Education Division, Department of Family Medicine.Nature of Work: Reporting to the Medical Education Manager (MME), this role provides day-to-day oversight of Undergraduate and Postgraduate Medical Education activities across training sites and serves as a primary administrative contact for College of Medicine Academic Units. The coordinator is responsible for performing complex administrative tasks that support the Family Medicine residency training programs in Saskatchewan. This role involves assisting the MME with coordination, planning, information management, communication, and project development. Additionally, the Coordinator plays a key role in supporting various cross-program initiatives, such as resident wellness and orientation, while facilitating the flow of information within the residency program. The coordinator also manages and supports multiple program committees, and working groups, and may represent the Family Medicine postgraduate/undergraduate team in delegated activities. Duties are varied and cover a broad range of responsibilities. This position must apply policies and guidelines across the department.Accountabilities:Tasks include, but are not limited to, the following:Administrative and Program Support:

• Provide comprehensive support across portfolios in collaboration with the MME and Postgraduate Program Director.
• Update and maintain databases with relevant program information.
• Schedule virtual and in-person meetings (e.g., Microsoft Teams, Zoom)
• Respond to inquiries and provide accurate information to stakeholders.
• Update and maintain databases with relevant program information.
• Maintain and coordinate administrative processes under general direction from the MME
• Analyze and communicate solutions for administrative challenges to stakeholders.
• Report and escalate issues to management as needed, resolving ad hoc requests, and recommending solutions.
• Perform other related duties as required, including working outside normal hours and potential travel.

Staff Development and Support:

• Assist the Medical Education Manager (MME) with medical education administrator activities such as recruitment, orientation, onboarding, coaching, performance feedback, professional growth, training, and development.
• Manage performance improvement processes and escalate disciplinary matters to the MME as necessary.

Committee and Meeting Coordination:

• Manage/support program committees, including the Residency Program Committee, Provincial Progress Committee, Curriculum Implementation Committee, Lead Resident Committee, Site Director Committee, and Resilience Intimidation and Harassment Committee, ensuring effective communication and documentation.
• Prepare meeting agendas, minutes, and materials, and distribute them to committee members.
• Attend other program meetings as required.

Recruitment and Resident Support:

• Administer and coordinate recruitment, resident support, and program functions in collaboration with the MME and Directors.
• Help coordinate curriculum events such as academic sessions, retreats, CaRMS, and resident orientation, as well as other Family Medicine initiatives.
• Maintain records and coordinate meetings for residents in difficulty
• Maintain documentation and schedule interviews for transfer applicants.

Resident Performance and Evaluation:

• Work with program administrators to ensure completion of resident assessments for review by the PGME Dean, MME, Postgraduate Program Director, and Progress Committee.
• Provide qualitative analysis of assessment forms completed by faculty (field notes and periodic reviews).
• Maintain and distribute assessment forms, including ITERs and One45 reports, and submit them as required.
• Collaborate on the implementation of evaluation and assessment strategies.

Curriculum and Training Coordination:

• Assist with the coordination of courses, including SGI Fit to Drive, NRP, and other required courses.
• Coordinate curriculum-related events such as academic sessions, retreats, CaRMS, and resident orientation.
• Coordinate the American Board Family Medicine Exam, including data analysis and interpretation.

Accreditation and Compliance:

• Assist in planning, implementation, and evaluation of accreditation preparedness and support the Accreditation core team with relevant information.
• Coordinate post-graduate accreditation activities across all sites, including maintaining records using national platforms
• Assist in the revision, updating, and application of policies, processes, and manuals related to residency training, including accreditation, policy compliance, selection, curriculum development, assessment, program evaluation, faculty development, resident scholarship, wellness, safety, and overall program management, ensuring consistent application across the program.
• Ensure that policies are effectively implemented, communicated, and disseminated while supporting continuous revision and improvement.

Communication and Stakeholder Engagement:

• Develop and disseminate internal and external communications, including reports and meeting materials.
• Liaise between Undergraduate Medical Education (UGME), Postgraduate Medical Education (PGME), and the Department for various academic activities.
• Serve as the primary contact for the PGME office.
• Build and maintain rapport with learners, faculty, and staff through effective communication and service development.
• Work with the Communication Manager and the MME to create and update promotional materials for recruitment at events such as the Family Medicine Forum, Society of Rural Physicians Conference, and CaRMS.

Qualifications:Education: Completion of an undergraduate degree in business administration, education, or health related discipline. A combination of education and experience may be considered.Experience: A minimum of five years related experience in an academic setting and a demonstrated working knowledge of the University of Saskatchewan, College of Medicine and Saskatchewan Health Authority is required. Experience working in a diverse and inclusive work environment is required. Proven ability to work independently and collaboratively in a high functioning confidential team environment with a demonstrated commitment to ongoing program development is an asset. Demonstrated experience in supervising teams is an asset. Experience fostering effective relationships with internal and external partners and stakeholders.Skills:This position will regularly interact with a diverse group of individuals including faculty, staff, and learners. This position requires excellent interpersonal and communication skills and must pay close attention to detail, especially when maintaining records and sending correspondence. Demonstrated exceptional interpersonal, analytical, written and verbal communication skills; the ability to function in a high volume setting with numerous and competing demands and deadlines while maintaining a high degree of efficiency and accuracy; enthusiastic and self-motivated; ability to recognize and recommend change which results in improved administrative and educational activities; public relations skills; effective time management, organizational, problem solving, decision making and multitasking skills; proven ability to work with a courteous and professional demeanor, with limited general supervision and a strong orientation towards working with learners in a medical academic environment. Must be willing to travel. Consideration may be given to this position working geographically outside of Saskatoon but within Saskatchewan.Department: Department of Family Medicine
Status: Permanent
Employment Group: ASPA
Shift: Mon-Fri, 8:30-4:30
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $67,681.00 – 105,753.00 per annum. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Specialist Professional
Salary Phase/Band: Phase 2
Posted Date: 10/16/2024
Closing Date: 10/30/2024 at 6:00 pm CST
Number of Openings: 1
Work Location: May be eligible for hybrid work under the terms of USask’s Alternative Workspace Guidelines
The University is committed to employment equity, diversity, and inclusion, and are proud to support career opportunities for Indigenous peoples to reflect the community we serve. We are dedicated to recruiting individuals who will enrich our work and learning environments. All qualified candidates are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadian citizens and permanent residents will be given priority. We are committed to providing accommodations to those with a disability or medical necessity. If you require an accommodation to participate in the recruitment process, please notify us and we will work together on the accommodation request. We continue to grow our partnerships with Indigenous communities across the province, nationally, and internationally and value the unique perspective that Indigenous employees provide to strengthen these relationships. Verification of Indigenous Membership/Citizenship at the University of Saskatchewan is led and determined by the and Standing Committee in accordance with the processes developed to enact the policy. Successful candidates that assert Indigenous membership/citizenship will be asked to complete the verification process of Indigenous membership/citizenship with documentation. The University of Saskatchewan’s main campus is situated on Treaty 6 Territory and the Homeland of the Métis. We pay our respects to the First Nations and Métis ancestors of this place and reaffirm our relationship with one another. Together, we are uplifting Indigenization to a place of prominence at the University of Saskatchewan.

Company Name: University of Saskatchewan

Salary: $67681 – 105753 per year

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