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The University of Saskatchewan values diversity, and Aboriginal engagement is a strategic priority

CUPE 1975- Clerical Assistant (Education Software & Year 4 Undergrad Program Support)

Department:  Undergraduate Medical Education (UGME), College of Medicine

FTE: 1.0

Status:  Term, 2 years, with the possibility of extension.

Requisition:  req59

Opening Date: 05/12/2017

Closing Date: 

Salary Information: The salary is $3,2369.60 to $4,374.07 per month (Operational Services, Phase 4). The start salary will commensurate with education and experience.

Primary Purpose: To provide administrative support for Medical Education Program within the College of Medicine with a focus on two areas: One45/ ExamSoft and supporting Year 4 of the UG Medical Education Program.

Nature of Work: Reporting to the Manager, UGME and in conjunction with the Administrative Coordinator, Curriculum Integration and Year 4 Course Chair, this position is an integral part of an administrative team and acts as the primary point of data entry into One45, ExamSoft and Year 4 Curriculum.  The incumbent will work in a fast paced environment and have the ability to work independently as well as part of a team while maintaining confidentiality.  This position is driven by constant deadlines, continuous changes and shifting priorities.  This position works independently with moderate supervision and day to day guidance from the Administrative Coordinator.

Typical Duties: This position acts as the primary point of data entry into One45, ExamSoft, ARMC Portal, Sharepoint and any other applicable software in support of the academic deliverables in medical education to ensure consistent, accurate and up-to-date data entry and reporting. Fifty percent of this position support the Year 4 Chair in all aspects. This position will receive and, at times, have to request information from a variety of sources to ensure data is up-to-date and accurate.  Data entry will include posting documents, learning objectives, grades, exams, elective information, etc. into the applicable software program. This position also supports drafting, distributing and collecting documentation and correspondence, including, but not limited to, collecting student documentation, compiling and drafting agendas, completing meeting minutes, preparing action items, ensuring action items are completed and tracked, collecting student forms and evaluations, tracking courses and faculty and also invigilating exams.  This position interacts with and responds to requests from internal and external stakeholders while also acting as a resource for faculty, students and department administrative assistants.  This position supports Distributed Medical Education (DME) throughout the province by ensuring they have the required support.  In relation to Year 4 this position also schedules appointments, classes, small group seminars, meetings, etc. and ensures the necessary technology, catering, and space is provided.  This position coordinates and supports orientation, rotation scheduling, courses, and other events as necessary.  This position collates information, maintains databases and tracking which may include student attendance, such as vacation, sick and educational leaves, as well as course completion and assessments.  This position processes payments and payroll, as necessary, completes general office duties and other duties as assigned. All work is to be completed in accordance with medical education and College processes with adherence to accreditation standards


Education: Completion of Grade 12 and a recognized post-secondary administrative assistant program and medical terminology is required. 

Experience:  Three to five years of related experience.   Proficiency with databases, Microsoft Office Word, Excel, and Sharepoint is required.  Knowledge of University processes, including Unifi (financial software), AboutUS (HRiS), One45 and ExamSoft (academic software) and student enrollment services would be an asset. Previous experience with medical terminology.

Skills: This position requires highly effective interpersonal skills coupled with the ability to develop and maintain working relationships with coworkers.  Also the ability to prioritize and function in a demanding setting with numerous, often competing deadlines. The successful candidate will have excellent verbal and written communication skills and the ability to interact effectively with students, faculty and other staff, handling interactions with professionalism (tact, discretion, confidentiality and cultural sensitivity). They will have meticulous attention to detail, ability to recognize and analyze problems, to propose effective solutions and to refer issues to other staff as appropriate.  Success in this role requires balancing the ability to work independently and as part of a team, recognizing both boundaries of the position, scope and opportunities for growth; following instructions, policies and procedures while exercising initiative; setting priorities and seeking assistance when needed.  Applicants should demonstrate efficiency with Microsoft Office Software, and would benefit from knowledge of University and College procedures.

This position is in scope of CUPE 1975.

Inquiries regarding this position can be directed to Sherry Pederson at 306-966-6142.  

Be sure to apply online as emailed applications will not be accepted.

The University of Saskatchewan is strongly committed to a diverse and inclusive workplace that empowers all employees to reach their full potential. All members of the university community share a responsibility for developing and maintaining an environment in which differences are valued and inclusiveness is practiced. The university welcomes applications from those who will contribute to the diversity of our community. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.