Program Assistant- Endocrinology

Position Title: Program Assistant- Endocrinology

Position Number (Final): 00505837

Employee Group: Research, Grant & Contract

Job Category: Administrative

Department or Area: Medicine-Endocrinology

The salary range for this position will be prorated to $22,302 to $27,195 based on 17.5 hours per week.

Job Summary

Reporting to the Program Director, the Program Assistant (PA) is responsible for coordinating the day-to-day operations of the Endocrinology Residency Training Program (ERTP), ensuring that all objectives of the program are met, and the program functions within the structure outlined by the accreditation standards of the Royal College of Physicians and Surgeons of Canada (RCPSC).

Key Responsibilities:

1. Act as the first point of contact for the ERTP: including screening emails, phone calls and visitors, acting as a resource person to faculty, staff, residents and others on numerous matters of process, policy and direction. Initiate and/or prepare appropriate business correspondence, reports and e-communications.
2. Coordinate the residency training program, including:
1. Arrange meetings, type agendas, and keep/distribute minutes;
2. Process financial transactions such as cheque requisitions, reconciling accounts, preparing deposits and monitoring expenditures;
3. Maintain the resident assessment files, program materials and related documents, both on paper and on the electronic management system (Elentra);
4. Process endocrinology candidate applications, schedule interviews, organize activities (e.g. tours), arrange catering and collate and upload final candidate rankings with members of the division as part of the annual CaRMS Endocrinology interview process;
5. Organize the endocrinology academic curriculum including academic half-day, journal club, noon/case rounds or weekly case-based learning (CBL) and the annual Endocrinology Mock Objective Structured Clinical Examination (OSCE) exam;
6. Organize the PGY4 summer orientation schedule and activities;
7. Coordinate out-of-town rotations and electives for residents in the program as well as elective opportunities for visiting residents;
8. Assist with creating rotation and clinic schedules for the residents;
9. Monitor and document endocrinology resident vacation and work absences;
10. Liaise with internal (eg. other PA’s, Competency Based Medical Education (CBME) educational consultants, Postgraduate Medical Education (PGME) office) and external (eg. RCPSC) and various stakeholders as necessary.
3. Perform day-to-day administrative tasks including but not limited to filing, photocopying, distribution of information, mail delivery and pick-up, room and equipment bookings, supply and key inventory (orders and management), and coordinating catering orders.
4. Prepare ad hoc reports and perform background research as needed.
5. Assist with administrative aspect of research programs undertaken by the ERTP.
6. Supervise the distribution of all faculty assessments, rotation evaluations and CBME assessments to the appropriate individuals on a timely basis and ensure the evaluations are completed. Ensure compliance with standards, rules and regulations of the RCPSC as they pertain to evaluations, program requirements etc. for the training program.
7. Assist the Program Director in document preparation and general coordination of the RCPSC regular external and internal Reviews, including ongoing maintenance of the accreditation management system (CanAMS).
8. Coordinate, plan and execute program events and meetings, which includes but is not limited to academic activities, CaRMS interviews and social gatherings.
9. Supervise and manage resident files and portfolios. Coordinate 6-monthly resident meetings with the Program Director, as well as, quarterly meetings with Academic Advisors.
10. Manage the files related to a modified learning plan, remediation, and/or probation for any learning in the program.
11. Manage administrative functions at quarterly Residency Program Committee (RPC) and Competence Committee (CC) meetings. Keep minutes and prepare agendas for all issues related to resident affairs and educational function of the program.
12. Identify and accommodate exceptions to policy, developing and submitting policy revisions for approval as necessary.
13. Monitor and maintain the online learning management system Elentra.
14. Participate in all learning activities for program assistants per the direction of the PGME office and the Department of Medicine.
15. Assist the Program Director and perform other duties as needed.

Required Qualifications:

1. Two-year post-secondary program with previous relevant experience in an administrative position.
2. Knowledge of university structure and familiarity with teaching hospitals would be an asset.
3. Knowledge of Royal College training programs and accreditation requirements would be an asset.
4. Involvement with the current training of residents would be considered an asset.
5. Consideration may be given to an equivalent combination of education and experience.

Special Skills:

1. Respects diversity and actively promotes inclusion in the workplace.
2. Effective analytical and practical problem-solving skills to help resolve administrative and service issues and make appropriate recommendations to resolve.
3. Customer service orientation.
4. High degree of initiative and ability to work both independently and as part of a team in a large department which is closely integrated with the Southeastern Ontario Health Sciences Centre.
5. Attention to detail, organizational skills, ability to prioritize work and meet deadlines with frequent interruptions.
6. Computer skills including use of variety of software packages (particularly word processing, spreadsheet applications and web-based technology).
7. Ability to learn new software as necessary and thrive in a dynamic work environment.
8. Excellent interpersonal and communication skills (verbal and written) to interact with a wide variety of people in many contexts, including an ability to deal diplomatically with faculty, staff and students. Ability to convey information in a clear and concise manner.
9. Communicate with tact, diplomacy and adherence to strict confidentiality.
10. Knowledge of bookkeeping and accounting practices.

Decision Making:

1. Responds to general inquiries, search out information or redirect to appropriate individuals when necessary.
2. Set priorities with conflicting deadlines, decides how to deal with new information at hand, exercises appropriate judgement to escalate to the Program Director with appropriate recommendations for solution.
3. Decides on content in correspondence.
4. Provides information to students, staff and others who require suggestions.
5. Scheduling decisions for medical presentations of the program in association with division members. This may include rescheduling issues, room booking, equipment booking, etc.
6. Makes recommendations regarding office administration procedures; suggest and help implement changes.