Job Summary - Please read the entire job description and follow all of the steps
This position is a maternity leave replacement for a minimum of 12 months, the administrator reports to the Chief Executive Director of The Saskatchewan College of Family Physicians (College) plans continuing professional development, member events and provides administrative support to the Chief Executive Director, President, and Committees.
Essential duties include but are not limited to:
Finance:
· Conduct financial duties in accordance with the internal controls and procedures approved by the Board.
· Maintain accounting records in a computerized accounting program, including facilitating T4 and T4As.
· Operate the payroll system in an efficient and effective manner.
· Prepare and file accurate GST returns and remit GST within due dates.
· Produce and distribute monthly financial statements (which contain budget comparisons) to the Executive Director as required.
· Facilitate the annual audit and provide timely complete and accurate information to the Auditors.
Operations / Office Management:
· Facilitate meetings including preparation and distribution of agendas, meeting materials, reports and minutes.
· Attend and participate in National CFPC Meetings as directed.
· Manage and disseminate information, including filing, printing, mailing and newsletters (hard copy or electronic).
· Facilitate the efficient day-to-day operations of the College, ensuring that equipment is functional, office supplies are available, maintenance is done where and when required, etc.
Communications:
· Provide information in accordance with Board policies that is reasonably requested by members, Board Members, Chief Executive Director, Board Committees, healthcare organizations, or members of the public, or direct the inquiry to the appropriate person, department or organization.
· Facilitate the timely updating, maintenance and quality of the website.
Continuing Professional Development and Mainpro+:
· Scrutinize all Ethical Reviews of approved CPD programs received through the National College’s Cert+ system
· Monitor all Mainpro+ applications received in the Cert+ system, forward to the Mainpro+ Provincial Reviewer and liaise with the Reviewer and Applicant as necessary for each Mainpro+ application.
· Organize any CPD programs, other than the FMC, that the Board of Directors decides to offer to Saskatchewan family physicians.
· Supports the development of CPD programs by the Chapter
Chapter and National CFPC Awards:
· Organize award criteria, nominations received, award recipient letters, and award presentations for awards.
Family Medicine Conference (FMC):
· Lead the planning of the FMC
o Initiate FMC Program Planning Committee meetings
o Prepare Minutes and the schedule of the Program
o Contact speakers with invitational letters
o Ensure that all speaker requests are met
o Organize hotel meeting space details, audio-visual details, exhibitor space details with the display company
o Send invitational letters to exhibitor and confirm exhibitor attendance
o Prepare and distribute all print materials
o Facilitate all registrations and collect and bank all registration and exhibitor fees
o Prepare registration kits, FMC Handout Manual, Study Credit Certificates, Certificates of Attendance, and Registrant Receipts & Nametags.
Lead conference execution including liaising with venue, speakers, AV, exhibitors, etc.
· Lead the planning and execution of the Annual Chapter Banquet held during the Family Medicine Forum.
Requirements
· College diploma in Office Administration
· Canadian Certified Administrative Professional (CCAP) designation or equivalent, or actively working towards completion
· Minimum 3 years’ experience in an administrative assistant role supporting senior staff
· Solid understanding, experience and proficiency with QuickBooks/Simply Accounting
· Knowledge of office management systems and procedures
· Working knowledge of office equipment
· Proficiency in MS Office (Excel, Word, Outlook and PowerPoint, in particular)
· Demonstrated experience working with databases combined with accurate data entry skills
· Ability to maintain strict confidentiality when dealing with confidential or sensitive matters
· Excellent interpersonal and customer service skills
· Ability to work efficiently and effectively, both independently and as part of a team
· Ability to take initiative on tasks
· Adept at working in a fast-paced environment
· Excellent time management skills and the ability to prioritize work
· Exceptional attention to detail and problem-solving skills
· Strong organizational skills with the ability to multi-task
·The ability to communicate well verbally and written, with ability to express ideas and opinions clearly and effectively in English.
Working Conditions
· office environment - 8:00 a.m. to 4:00 p.m.
This job description is not all-inclusive and is intended to reflect the essential duties of the position as it currently exists. It is understood that these duties are subject to change, having regard to the needs of the organization.
How to Apply:
IMPORTANT: Interested candidates are asked to email their cover letter and resume to: [email protected]. In the subject line please note "Administrator Application", please include resume and cover letter along with 3 references. Applications will be accepted until June 19th, 2026. We thank all interested candidates; only those who are able to work in Canada will be selected for interview.
Benefits:
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Flexible language requirement:
Education:
- Secondary School (required)
Experience:
- Administrative: 3 years (required)
Language:
Work Location: In person
