Program Administrative Assistant, Postgraduate Medical Education

Primary Purpose: The Program Administrator (PA) for a Residency Program at the University of Saskatchewan is responsible for providing high level specialized program support to the Program Director and the residents of the Clinician Investigator Program (CIP) at USask. This position will assist with the promotion of the CIP Program, working closely with the Program Director to expand and promote health research alongside clinical practice.

Nature of Work: Reporting to the PGME Manager and accountable to the Program Director, PGME Manager and Associate Dean, PGME, this position interacts with a 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, and attention to detail in maintaining records and correspondence.  This position will identify priorities, develop workflow strategies, and implement them to ensure daily objectives and long- term planning and objectives are achieved.  Work performed is complex and is performed independently (with general guidance from the Program Director and/or PGME Manager) by determining program processes and working within accreditation standards and resident collective agreement clauses. The PA will take initiative to establish timelines and priorities to achieve goals and appropriate outcomes.  Work will be performed in a fast-paced environment and collaboration with PGME team members is required to successfully provide required program support.

Typical Duties:

Support for Program Director, Residents, Faculty and Program:

• Responsible for the day-to-day organization of the Clinician Investigator Program, often acts on behalf of the program with necessary approval
• Gather data and create correspondence on behalf of the program/program director
• Assist during resident orientations
• Ensure access to/troubleshoot challenges with necessary learning platforms used by residents
• Support resident wellness, provide academic support, encourage growth opportunities, and support learning development for residents
• Monitor, tabulate, and report resident vacation/sick/time away from the program
• Assist in process for residents in difficulty, liaising with the resident, program director and the PGME for remediation and extended learning plans
• Work with the Program Director to ensure efficient delivery of educational rounds, scheduling, learning sessions, room bookings and communication that align with the program curriculum
• Support elective/rotation planning – rotations and local, out of province electives and off-service electives
• Compile reports and program correspondence, sometimes on behalf of the Program Director, Residency Program Committee and Competence Committee; book meetings, prepare agendas and minutes, track action items for meetings, compile reports to RPC for resident progression
• Prepare resident manuals, upgrade forms, templates, policies and guidelines
• Coordinate and attend events eg: Resident Research day, CaRMS interviews
• Track faculty and/or resident attendance for teaching rounds and PGME required courses
• Attendance at regularly scheduled PGME Program Administrator meetings and participation in the PGME PA mentorship program is expected
• Travel to National Conferences and local workshops may be required

Scheduling

• In consultation with the Program Director, prepare schedules and make approved changes to the annual resident schedules while ensuring each resident's schedule is compliant with Royal College of Physicians and Surgeons of Canada (RCPSC)/College of Family Physicians of Canada (CFPC) training requirements.
• Schedule examinations, as required

Support for Evaluation and Examination

• Ensure timely dissemination and collection of resident assessments
• Facilitate 6-month progress reports
• Ensure face to face feedback is scheduled
• Compile year-end summary reports (ie: faculty, CanMeds and Resident Evaluations)
• This position may be involved in sensitive and confidential issues/meetings related to trainee performance

Knowledge of Policies

• Acquire a strong specialized working knowledge of Royal College/CPFC accreditation standards, the RDoS collective agreement, CaRMS (Canadian Resident Matching Service), PGME policies & procedures, USask policies, as well as program processes and policies
• Ensure processes within the program are adhered to, make recommendations to the Program Director for change in clerical process to enhance the operations of the program, and incorporate process changes as appropriate

Electronic Platforms

• Create and maintain resident records efficiently through One45
• Utilize Elentra for assessment, evaluation, and CBE tracking
• Assist residents with Concur to complete travel requests for electives, program mandatory events, rotations and courses
• Use ConnectionPoint to process expenses and reimbursements, as required
• Update CanAMS (Accreditation Management System) regularly
• Be familiar with CaRMS online portal
• Have strong knowledge base and experience with virtual platforms such as Zoom

CaRMS and Admission of Residents

• Disseminate information to applicants, update program information on websites
• Assist the Program Director by administering CaRMS processes such as interview scheduling and interview day hosting, participating in selection committee meeting to take notes, answering questions and possibly providing feedback on an applicant
• Provide coordination for the selection committee
• Communicate throughout the process with the applicants
• Orientate new residents
• Maintain close contact with the PGME office throughout the CaRMS process

Accreditation Related Activities

• Enter and update information in CanAMS regularly
• Participate in the accreditation process as necessary
• Schedule meetings for reviewers and manage logistics as required
• Ensure all documents are updated and readily available to the reviewers
• 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 (RDoS)

Competence by Design (CBD) related Duties/Responsibilities

• Provide significant support when programs are being redesigned and changes are being implemented, such as during the transition to Competence by Design. Once changes have been implemented, PAs continue to ensure that their program is meeting new requirements

Working with PGME, Program Administrators and University Staff

• Share required/requested information with PGME office in a timely manner
• Mentor other program administrators
• Be familiar with the PA SharePoint site

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

Experience: Three to five years of related experience in a University environment in an administrative role. Experience working in diverse and inclusive environments is required. Knowledge of Royal College Residency Training Programs/College of Family Physicians of Canada and experience with university software are an asset. Experience with research and/or project management is an asset.

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 MS Office suite (including Excel), Internet and Email, One45 Software, and other USask and Saskatchewan Health Authority Software
• Knowledge of research processes

Department: College of Medicine
Supervisor Job Title: PGME Manager
Status: Term 18 Months otherThis is maternity leave position
Employment Group: CUPE 1975
Shift: Monday - Friday 8:30 - 4:30
Full Time Equivalent (FTE): 0.64
Salary: The salary range, based on 1.0 FTE, is $ per hour. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Operational Services
Salary Phase/Band: Phase 4
Posted Date: 2/11/2026
Closing Date: 3/3/2026 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 of Saskatchewan aspires to be what the world needs and embraces equity, diversity and inclusion as foundational to excellence and innovation. We actively seek to create a welcoming environment where all individuals feel empowered to thrive, contribute, and grow. Applications from equity-deserving groups are encouraged as part of our ongoing efforts to reflect the diversity of the communities we serve: EDI Framework for Action .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 deybwewin | taapwaywin | tapwewin: Indigenous Truth policy and the 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 provides an accessible and inclusive workplace. Should you require support through any stage of the recruitment process, please contact us for assistance.