Program Administrator, Core Internal Medicine

Primary Purpose: The Program Administrator (PA) for a Residency Program at the University of Saskatchewan is responsible for providing high level specialized program support to the Program Director and the department relating to postgraduate medical education.

Nature of Work: Reporting to the department Finance and Administration Manager (FAM) or PGME Operations Manager and accountable to the Program Director, Finance and Administration Manager, PGME Operations Manager and Associate Dean, PGME, this position interacts with a diverse group of individuals including faculty, trainees, and staff at all sites of training. It is expected that the incumbent will have excellent interpersonal skills, attention to detail in maintaining records and correspondence. This position will identify priorities, develop workflow strategies and implement them to ensure daily objectives and long- term planning and objectives are achieved. Work performed is complex and is performed independently (with general guidance from the Program Director and/or FAM) by determining program processes, working within accreditation standards and resident collective agreement clauses. The PA will take initiative to establish timelines and priorities to achieve goals and appropriate outcomes. Work will be performed in a fast-paced environment and may be shared with other departmental clerical support staff; collaboration with team members is required to successfully provide program support required by the program/department.

Typical Duties: The Program Administrator will ensure processes within the program are adhered to and help to identify recommendations to the program for change in clerical process to enhance the operations of the program. Typical duties may include but are not limited to:

• Responsible for the day-to-day organization of the Core Internal Medicine postgraduate program, sometimes acting on behalf of the program or program director with necessary approval.
• Overall curriculum oversight (scheduling, tracking, and/or facilitating OSCEs, Procedures, SIMs, RaPID, TIPS, AHD, NEJM Exams). Coordinate and support academic events, ensuring timely dissemination, collection, and follow-up of resident assessments. Create and maintain resident records efficiently through One45, Elentra, and paper copies, as necessary.
• A strong, specialized working knowledge of Royal College accreditation standards, the RDOS collective agreement, CaRMS (Canadian Resident Matching Service), PGME (Postgraduate Medical Education), as well as program processes and policies, is imperative.
• Monitor, tabulate, and report resident vacation, sick leave, and time away from the program.
• Assist with administering CaRMS processes, including but not limited to interview day support.
• Coordinate and support Resident Research Day.
• Track resident attendance for teaching rounds and PGME-required courses.
• Submit part-time teaching hours for faculty.
• Ensure efficient delivery of scheduling needs, room bookings, and communication of Department Grand Rounds in alignment with the program curriculum.
• Develop and generate necessary documents supporting the accreditation process.
• Participate in the implementation of training processes at all sites.
• Prepare resident manuals, upgrade forms, templates, policies, and guidelines.
• Coordinate meetings, including setup, agenda preparation, minute-taking, and tracking action items.
• Assist in tracking program expenditures.
• Manage the USask Purchase Card effectively and submit timely monthly reconciliations as required.
• Ensure all work is compliant with University and College policies and procedures, applicable regulations (RCPSC), accreditation standards, and collective agreements (RDOS).
• Attendance at regularly scheduled PGME Program Administrative Assistant (PAA) meetings and participation in the PGME PAA mentorship program are expected.
• Travel to national conferences, local workshops, and distributed program sites may be required.
• Assist other team members by collaborating effectively with team members, contributing to group initiatives and supporting shared goals as needed.
• Other related duties as assigned.

Qualifications
Education: Completion of Grade 12 and a recognized post-secondary business administration program is required. An equivalent combination of education and experience may be considered.

Experience: Five to seven years of related experience in a University/Academic health Care setting in a program support role is required. Experience working and collaborating in a diverse environment is also required. Knowledge of Royal College Residency Training Programs, familiarity with accreditation processes, collective agreements, and experience with One45, Elentra, and CONCUR software would be considered an asset.

Skills: Ability to work independently and collaboratively in a highly confidential team environment with a demonstrated commitment to ongoing program development while maintaining attention to detail and accuracy. Coordinating and undertaking multiple projects with competing demands and deadlines while maintaining a high degree of efficiency and accuracy. Exceptional interpersonal and communication skills – both written and verbal. The candidate should be enthusiastic and self-motivated, proactive and action-oriented. Ability to utilize critical thinking in decision making and to recommend change in program policies/procedures which result in the improved delivery of administration. Exceptional organizational, problem-solving and decision-making skills. Strong working knowledge of office software including MS office, Excel, Internet, and E-mail are required.

Inquiries regarding this position can be directed to Joan Aquino at 306-844-1130

Department: Medicine (Department)
Status: Permanent

Employment Group: CUPE 1975

Shift: Mon-Fri, 8:00-4:30

Full Time Equivalent (FTE): 1.0

Salary: The salary range, based on 1.0 FTE, is $28.72 - 37.60 per hour. The starting salary will be commensurate with education and experience.

Salary Family (if applicable): Operational Services

Salary Phase/Band: Phase 5

Posted Date: 9/17/2025

Closing Date: 10/7/2025 at 6:00 pm CST
Number of Openings: 1
Work Location: On Campus

The successful applicant will be required to provide the following current verification(s) where 'Yes' is indicated below. Further information is available at: https://careers.usask.ca/tips-for-applying.php

Criminal Record Check: Not Applicable
Driver's License and Abstract Check: Not Applicable
Education/Credential Verification: Yes
Vulnerable Sector Check: Not Applicable

The University of Saskatchewan aspires to be what the world needs and embraces equity, diversity and inclusion as foundational to excellence and innovation. We actively seek to create a welcoming environment where all individuals feel empowered to thrive, contribute, and grow. Applications from equity-deserving groups are encouraged as part of our ongoing efforts to reflect the diversity of the communities we serve: EDI Framework for Action**.**
We continue to grow our partnerships with Indigenous communities across the province, nationally, and internationally and value the unique perspective that Indigenous employees provide to strengthen these relationships. Verification of Indigenous Membership/Citizenship at the University of Saskatchewan is led and determined by the deybwewin | taapwaywin | tapwewin: Indigenous Truth policy and the Standing Committee in accordance with the processes developed to enact the policy. Successful candidates that assert Indigenous membership/citizenship will be asked to complete the verification process of Indigenous membership/citizenship with documentation.
The University of Saskatchewan provides an accessible and inclusive workplace. Should you require support through any stage of the recruitment process, please contact Human Resourcesfor assistance.