Academic Program Administrator - Westview

This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status.

This position has a term length of one year plus one day from the date of hire.

Location - This role is hybrid with a mix of remote and in-person. Work primarily takes place in Spruce Grove, AB.

Position Summary

The Academic Program Administrator is responsible for coordinating, maintaining and supporting the postgraduate (2-year residency program) and undergraduate medical education programs for the Westview sites. The position requires both independent initiative and working within the residency program team to administer detailed and complex programs, as well as projects required of the position. Under minimal supervision and through the direction of the centre director, the position requires the ability to work independently and have a high level of skill in organization, decision making and communication (interpersonal, electronic and telephone). The position also requires the ability to be proactive, creative, and work in a multi-task environment which is highly demanding in terms of pace and deadlines. The position reports to the team lead – residency program, and the centre director for day to day operational and program matters.

Program Administration (80%)

• Course/Rotation Administration
  • Maintain confidential and complete resident files including evaluations, reports, references and correspondence.
  • Coordinate rotation evaluations via web-based and paper-based systems.
  • Provide administrative support to centre directors, faculty physicians/clinic preceptors and approximately 45 family medicine residents including scheduling all site-specific academics, and ensuring physicians complete tasks and assessments in a timely manner.
  • Act as the primary contact and resource for residents and medical student inquiries.
  • Promote program and liaise with prospective students through recruitment activities.
  • Recruit resident interviewers and tour guides.

• Scheduling Process
  • Coordinate the rotation scheduling of PGY2 family medicine residents in collaboration with other program administrators.
  • Assist the undergraduate administrators with scheduling the PGY2 residents into their Resident as Teacher sessions.
  • Assist the undergraduate administrators with scheduling medical students for urban family medicine electives, longitudinal clinical experiences and clerkship rotations.

• Evaluation Process
  • Compile data and prepare 4-month reports required by the Postgraduate Medical Education office.
  • Organize and maintain evaluations of family medicine residents on off-service rotations by distributing evaluations and follow-up through web-based and paper systems.
  • Organize and distribute evaluations for students and residents rotating through family medicine utilizing web-based and paper systems.
  • Organize and maintain rotation evaluation assessments via web-based system.
  • Collect and disseminate staff evaluation data via web-based system.
  • Monitor and collect documentation for direct observation of residents.
  • Compile evaluations for the certification process and fellowship applications.

• Minimum post-secondary degree in a relevant discipline. Equivalent combinations of education and experience will be considered.
• 3-5 years of experience in a medical and academic environment with significant exposure to post-secondary education administration procedures.
• High level of proficiency with Microsoft applications such as Word, PowerPoint and Excel.
• Proficiency with Google Suit (Mail, Drive, Sites, Calendar and Meet), One45, Zoom and other virtual platforms is an asset.
• Demonstrated ability to communicate (oral and written) with accuracy and attention to detail.
• Excellent interpersonal skills.
• Experience supporting meetings, including taking minutes and preparing meeting packages.
• Highly developed organizational and problem-solving skills.
• Knowledge of University policies and procedures preferred.
• High level of tact and discretion; must be able to maintain absolute confidentiality.
• Good working knowledge of common electronic medical record software packages.
• One year of on-the-job training is required to learn the basic essential skills of the position.

Application Instructions

Click "Apply Now" to submit your resume and cover letter.

This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.