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Clerical Assistant (Program Support) (req4769)

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

Department: Post Graduate Medication Education (PGME), College of Medicine
Location: Saskatoon
Status: Term, up to 7 months, maternity leave with possibility of extension
Employment Group: CUPE 1975
Shift: Mon-Fri 8:30 - 4:30 EDO every 3 weeks
Full Time Equivalent (FTE): 1 FTE
Salary Information: The salary range, based on 1.0 FTE, is $21.00 - 29.00 per hour (Operational Services/Phase 4). The starting salary will be commensurate with education and experience.
Posted Date: 7/31/2019
Number of Openings: 1

Primary Purpose: To provide administrative/clerical support to Program Directors and Postgraduate Medical Education (PGME) office relating to postgraduate medical education in the College of Medicine.

Nature of Work: Reporting to Manger of Operations (PGME)/Designate and the Associate Dean, PGME, this position interacts with diverse group of individuals including faculty, trainees, and staff at all sites of training. It is expected that the incumbent will have excellent interpersonal skills, attention to detail in maintaining records and correspondence.  Work is performed with general supervision in a fast-paced environment, subject to multiple, conflicting deadlines and priorities, with frequent interruptions.  The high traffic area is shared with the other administrative staff.  All staff work independently in addition to working as a team to provide administrative services required by postgraduate medical education programs.

Typical Duties:  Responsible for the day-to-day administration of postgraduate programs, often acting on behalf of the program with necessary approval.  In consultation with the Program Director generating schedules, monitoring and making approved changes to the annual resident schedules while ensuring each resident’s schedule is compliant with Royal College of Physicians of Canada (RCPSC), includes elective scheduling.  Participant in the implementation of training processes at all sites, including, but not limited to, organizing rotations to ensure effective delivery of education.  Disseminating information to applicants, updating program information on websites, assisting with applications for CaRMS processes; interview scheduling, interview day hosting.  Monitoring, tabulating and reporting of resident vacation/sick/time away from the program; assisting during PGY1 orientation; working with the Program Director to ensure efficient delivery of educational rounds, scheduling needs, room bookings and communication of Departmental Grand Rounds.  Liaise and coordinate with Telehealth.  Ensure timely dissemination of collection of resident assessments, ensuring face to face feedback is scheduled.  Compilation of reports and program correspondence, sometimes on behalf of the Program Director and Residency Training Committee; prepare agendas, minutes and track action items for meetings; prepare program calendar and resident manuals; create and maintain resident records efficiently through One45 and paper copies, as necessary.  In consultation with the Program Director, ensure all work is compliant with University and College policies and procedures, applicable regulations (RCPSC/CFPC) and accreditation standards as well as necessary collective agreements (PAIRS). This position will also provide support to the PGME office as required.


Education: Completion of Grade 12 and a recognized one year post-secondary business/administrative program is required.  An equivalent combination of education and experience may be considered. 

Experience: Three to five years of related experience in a University Health Care environment in an administrative role.  Knowledge of Royal College Residency Training Programs/College of Family Physicians of Canada and experience with One45 software are an asset. Experience working and collaborating in diverse and inclusive settings is required.

Skills: Ability to work independently and collaboratively in a highly confidential team environment with a demonstrated commitment to ongoing program development.  Coordinating and undertaking multiple projects with competing demands and deadlines while maintaining a high degree of efficiency and accuracy.  Exceptional interpersonal and communication skills – both written and verbal.  The candidate should be enthusiastic and self-motivated.  Ability to recognize and recommend change in program policies/procedures which result in the improved delivery of administration.  Exceptional organizational, problem-solving and decision making skills.  Knowledge of office software including MS office, Excel, Internet and Email, One45 Software, and other University and Health Region Software.

This position is in the scope of CUPE 1975.

Inquiries regarding this position can be directed to Maureen Lumbis at 306-966-7649.

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. The University must, however, comply with federal immigration requirements. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.