Pgme Program Assistant Jobs

Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Program Assistant 2 (Gr5)
Job Title
PGME Program Assistant
Department
Administrative Support Division of Endocrinology and Metabolism | Department of Medicine | Faculty of Medicine
Compensation Range
$3,762.00 - $3,955.00 CAD Monthly
Posting End Date
May 19, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
May 15, 2024
This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.
Job Summary
The PGME Program Assistant is responsible for coordinating the residency training program, supporting the residents, and assisting the Program Director.
Organizational Status
Reports to the Administrative Manager in the Division of Endocrinology and receives work direction from the Program Director. This position is required to interact with residents, faculty, staff, and affiliates within the Division of Endocrinology, Department of Medicine, Faculty of Medicine including PGME Office, hospitals, health authorities, and associations.
Work Performed

• Coordinates with the PGME Office regarding selection of foreign sponsored fellows.
• Creates and circulates the VGH on call schedule for Endocrinology every block.
• Creates resident schedules including capturing vacations and leaves and ensuring adequate coverage for each rotation on an ongoing basis, finding replacements for unexpected absences as needed.
• Manages the quarterly PGME teaching payments and allocations. Verifies payment accuracy and eligibility, enters payment details, and submits payment information for processing.
• Attends mandatory PGME regularly scheduled Coordinator meetings.
• Organizes resident and fellow orientation materials including organizing pagers, obtaining computer access, and requesting hospital ID cards. Updates orientation manual on an annual basis, reviewing for accuracy and updates information as needed.
• Attends events as needed.
• Assists the Program Director with the launch of Competency by Design (CBD) program. Develops processes to support residents and division members with the implementation and transition into CBD. Develops guidelines to sustain CBD activities within the residency program post launch.
• Advises residents on relevant PGME, Faculty of Medicine, Department of Medicine, and Division of Endocrinology policies.
• Ensures timely receipt of resident evaluations, organizes and updates resident files, and arranges annual interviews with the Program Director for each resident. Ensures timely evaluations of rotations and staff and distributes regular feedback to rotations and teaching staff and maintains related records.
• Maintains the physicians’ yearly on call schedule including updating changes.
• Performs other duties as required.
• Maintains and updates the Out of Province (OOP) elective requests and schedules accordingly.
• Maintains the Division calendar with academic events and Fellows Academic Half Day schedule.
• Enters data into One45, MOCAP, and other related systems. Maintains and updates on a regular basis mailing lists, electronic folders, and documents.
• Prepares information for Royal College program reviews. Gathers documentation for program reviews.
• Coordinates the resident and fellow selection processes by ensuring completeness of applicant files, scheduling applicant interviews with the selection committee, arranging participation in the CaRMS application process (i.e. arranging applicant travel, room bookings, catering, setting the interview schedule), collating applications for the selection committee members, and notifying successful applicants.
• Attends mandatory residency program meetings. Schedules meetings, prepare agendas under the direction of the Program Director, takes and circulates meeting minutes.
• Organizes resident events.

Consequence of Error/Judgement
The complex situation of working with an expanding residency program in a dynamic and changing division as well as the university and hospital environment requires exceptional judgment and communication skills. The program assistant works directly or indirectly with numerous individuals. Work is reviewed by the program director, who is a busy clinician, is an active researcher and is involved in many academic activities. Timely and accurate decisions are to be made independently by the program assistant in order to facilitate work progress in all program related matters. Because of the complex work environment, errors will affect numerous services and individuals, and are very time consuming to correct.
Supervision Received
This position works independently and requires sound organization skills to plan the work day and meet deadlines. Exercise sound judgement and problem solves based on an understanding of the residency program, Division, and PGME policies. Defers complex and unusual matters to the Administrative Manager and Program Director for assistance.
Supervision Given
None.
Minimum Qualifications
High School graduation, plus one year of post-secondary education, plus three years of related experience, or an equivalent combination of education and experience.
Preferred Qualifications
Ability to effectively use Microsoft Word, Excel, Outlook, and internet programs. Ability to communicate effectively verbally and in writing for this highly interactive and dynamic environment. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to take and transcribe accurate meeting minutes. Ability to accurately maintain appointment calendars, and schedule appropriate appointments. Ability to create and accurately maintain record and filing systems. Ability to effectively manage multiple tasks and priorities. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to prepare and adjust schedules to accommodate all requirements. Ability to exercise sound judgment. Ability to deal with people in a courteous, calm manner. Ability to work effectively independently and in a team environment. Ability to work a flexible schedule as required in order to attend residency committee meetings and resident events. Ability to travel to various sites as needed.