Clerical Assistant, Undergraduate Medical Education
Department: Undergraduate Medical Education (UGME), College of Medicine
FTE: 1.0
Status: Term, maternity leave replacement up to one year, with the possibility of extension
Competition No.: 15495-C
Salary Information: $3,239.60 to $4,374.07 per month (Operational Services, Phase 4). The starting salary will be commensurate with education and experience.
Primary Purpose: To provide administrative support for Medical Education Program within the College of Medicine with a primary focus on supporting One45 and ExamSoft.
Nature of Work: Reporting to the Manager, UGME this position is an integral part of an administrative team and acts as the primary point of data entry into One45, ExamSoft and any other applicable software in support of the academic deliverables in medical education. 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 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. As the primary point of contact for these software programs this position will act as the main contact with IT. 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, 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. 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.
Qualifications
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 and Excel 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 role 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; excellent verbal and written communication skills; ability to interact effectively with students, faculty and other staff, handling interactions with professionalism (tact, discretion, confidentiality and cultural sensitivity); 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.
Applications will be accepted until filled.
Inquiries regarding this position can be directed to Logan Beatty at 306-966-5260.
Be sure to apply online as emailed applications will not be accepted.
