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.
The Faculty of Medicine & Dentistry is one of the world’s top academic health science centres. With 21 departments, multiple research institutes and centres, and a focus on excellence in education, research, and clinical care, the faculty trains outstanding medical and dental professionals and drives global health innovation in collaboration with partners across sectors.
Program Administration (80%)
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Course/Rotation Administration
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Maintain confidential and complete resident files including evaluations, reports, references and correspondence.
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Coordinate rotation evaluations via web-based and paper-based systems.
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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.
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Act as the primary contact and resource for residents and medical student inquiries.
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Promote program and liaise with prospective students through recruitment activities.
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Recruit resident interviewers and tour guides.
Scheduling Process-
Coordinate the rotation scheduling of PGY2 family medicine residents in collaboration with other program administrators.
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Assist the undergraduate administrators with scheduling the PGY2 residents into their Resident as Teacher sessions.
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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.
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Organize and maintain evaluations of family medicine residents on off-service rotations by distributing evaluations and follow-up through web-based and paper systems.
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Organize and distribute evaluations for students and residents rotating through family medicine utilizing web-based and paper systems.
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Organize and maintain rotation evaluation assessments via web-based system.
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Collect and disseminate staff evaluation data via web-based system.
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Monitor and collect documentation for direct observation of residents.
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Compile evaluations for the certification process and fellowship applications.
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Minimum post-secondary degree in a relevant discipline. Equivalent combinations of education and experience will be considered.
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3-5 years of experience in a medical and academic environment with significant exposure to post-secondary education administration procedures.
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High level of proficiency with Microsoft applications such as Word, PowerPoint and Excel.
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Proficiency with Google Suit (Mail, Drive, Sites, Calendar and Meet), One45, Zoom and other virtual platforms is an asset.
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Demonstrated ability to communicate (oral and written) with accuracy and attention to detail.
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Excellent interpersonal skills.
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Experience supporting meetings, including taking minutes and preparing meeting packages.
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Highly developed organizational and problem-solving skills.
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Knowledge of University policies and procedures preferred.
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High level of tact and discretion; must be able to maintain absolute confidentiality.
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Good working knowledge of common electronic medical record software packages.
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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.
The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.
The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.
Your work will have a meaningful influence on a fascinating cross-section of people - from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.
At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.
We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.
All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.
The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.
L’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à postuler.
