Elective/Clerkship Administrator

The UGME Office at the University of Saskatchewan is a collaborative and student-focused environment that supports medical learners through diverse clinical experiences. This role stands out for its hands-on involvement in elective coordination, clerkship orientation, and student support, making a meaningful impact on the education of future physicians.

Visiting Electives:

Provide administrative support for scheduling elective opportunities for students from institutions outside the University of Saskatchewan. Key responsibilities include:

• Gathering elective capacity updates from Department Administrators on a biweekly basis.
• Maintaining and updating elective availability on the Association of Faculties of Medicine of Canada (AFMC) Portal.
• Processing and reviewing elective applications to ensure all required documentation is complete and verified, including immunization records and N95 mask fitting.
• Communicating with confirmed visiting students regarding licensing procedures with the College of Physicians and Surgeons of Saskatchewan (CPSS).
• Requesting Saskatchewan Health Authority (SHA) IT accounts and dictation numbers for visiting students.
• Providing individualized support to international students to identify available elective opportunities. Once scheduled through the AFMC portal, collecting additional documentation such as criminal record checks and proof of malpractice insurance.
• Issuing invoices to international students and ensuring timely collection of fees.
• Following up with students post-elective to ensure assessment forms are submitted.

Social Accountability Electives (SAE):

Oversee the approval process for Social Accountability Electives for Year 3 and Year 4 Clerks at the University of Saskatchewan. Key responsibilities include:

• Managing the SAE SharePoint site.
• Processing student applications and forwarding them to the designated Faculty reviewer.
• Coordinating meetings between students and faculty.
• Tracking the status of approved applications.
• Distributing SAE assessments via One45.

Other Elective Duties:

Provide administrative support for student electives. Key responsibilities include:

• Review all student elective learning plans at the start of the academic year and audit completed and confirmed electives throughout the academic year to ensure students are meeting all requirements (diversity, caps, etc.)
• Supporting timely completion of elective assessments through faculty follow up at peak times as required.
• Request Saskatchewan Health Authority accounts and access cards for University of Saskatchewan clerks for Saskatoon electives

Clerkship Orientation:

• Build effective working relationships with the Year Chairs, Course Director, and Clinical Learning Resource Centre (CLRC), to deliver orientation activities for clerkship students.
• Confirm and book Procedural and Clinical Skills dates with CLRC.
• Request Saskatoon Clerk SHA accounts, dictation IDs, prox cards, meal cards, and stipends.
• Communicate and schedule orientation presentations with faculty and with partners (CPSS, SMA, SCM, SHA and Saskatoon Pharmacy Services).
• Arrange tutors and schedule for Procedural and Clinical Skills. Provide tutor packages
• Submit hours for all faculty and tutors.
• Arrange N95 fitting and ACLS/BLS training.
• Ensure completion of all required student forms and training certifications and upload to student files.
• Ensure completion of course module.
• Update clerkship information on current student website, ensuring accuracy and relevance
• Ensure all orientation information in One45 and Canvas is accurate and complete.
• Manage communication with students regarding Orientation

Clerkship Administration Support

Provide support to Clerkship support staff across all sites. Key responsibilities include:

• Onboarding for new Clerkship support staff and ensuring access to applicable applications
• Host the tri-annual administrative meetings; booking, create agenda, take meeting minutes, track and ensure completion of action items, work with Academic Director, Associate Dean UGME and Student Services Director for annual presentations and ensure updates to policies and procedures are disseminated.
• Timely communication with Clerkship support staff regarding updates

Other Duties:

• Timely notification to students and tracking of Saskatchewan Health Region outbreaks
• Additional duties as assigned.

Education: : An undergraduate degree, preferably in education, heath related field of a degree related to leadership. An appropriate combination of education and experience may be considered.

Experience: Three to five years of related experience required, experience supporting faculty is preferred. Proficiency with SharePoint, Microsoft Office, Word, Zoom, and Excel is required. Knowledge of University processes, and College of Medicine programs including One45 and Canvas would be an asset.

Skills: This role requires highly effective leadership, ability to take the initiative, and interpersonal skills; coupled with the ability to develop and maintain working relationships with coworkers and external partners. Also the ability to prioritize and function in a demanding setting with numerous, often competing deadlines; excellent verbal and written communication skills; ability to interact effectively with students, faculty and other staff, handling interactions with professionalism (tact, discretion, confidentiality and cultural sensitivity); meticulous attention to detail; ability to recognize and analyze problems, to propose effective solutions and to refer issues to other staff as appropriate. Success in this role requires balancing the ability to work independently and as part of a team, recognizing both boundaries of the position, scope and opportunities for growth; following instructions, policies and procedures while exercising initiative; setting priorities and seeking assistance when needed. Applicants should demonstrate efficiency with Microsoft Office Software and benefit from knowledge of managing curriculum and the University of Saskatchewan procedures.

Inquiries regarding this position can be directed to Sherry Pederson @ sherry.pederson@usask.ca

Department: College of Medicine
Status: Term 2 Years with the possibility of extension or becoming permanent

Employment Group: ASPA

Shift: 830-430

Full Time Equivalent (FTE): 1.0

Salary: The salary range, based on 1.0 FTE, is $53,091.00 - 82,954.00 per annum. The starting salary will be commensurate with education and experience.

Salary Family (if applicable): Specialist Professional

Salary Phase/Band: Phase 1

Posted Date: 9/19/2025

Closing Date: 10/3/2025 at 6:00 pm CST
Number of Openings: 1
Work Location: May be eligible for hybrid work under the terms of USask's Alternative Workspace Guidelines

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.