Description
The Office of Postgraduate Medical Education in the Cumming School is currently seeking a Full-time Temporary Relief Administrative Assistant for approximately 10 months.
The Office of Postgraduate Medical Education (PGME), Cumming School of Medicine, is accredited by the Royal College of Physicians and Surgeons (RCPSC) and the College of Family Physicians of Canada (CFPC). It oversees the education and training of 1250+ medical residents, fellows, international trainees, and visiting elective residents in 65 specialty and subspecialty residency programs in a variety of clinical and academic settings situated in five Calgary hospitals with collaborative relationships in metro and rural settings. Residency training programs vary in length from two to eight years, have independent education curricula, and are separately accredited according to the Royal College and College of Family Medicine mandated requirements.
This position reports to the Manager, Office Administrative, Postgraduate Medical Education (PGME).
This position works closely with the PGME team and acts as a resource for colleagues both within PGME and the program administrators in 65 residency programs.
- Administrative Support
- Provides administrative support to the Office of PGME
- Works as a team member of the Office of PGME to provide support as required
- Assists the Business Administrators as needed during peak times
- Provides support for the registration and electives teams during heavy registration times
- Provides occasional support for financial procedures, reports and processes
- Maintains a pleasant and professional demeanor while performing a reception role for the Medical Education Block that includes: PGME, Distributed Learning & Rural Initiatives, Alberta International Medical Graduate Program, Office of Faculty Development and Office of Health Medical Education Scholarship
- Establishes and maintains effective and diplomatic working and communication relationships, internally and externally with all PGME stakeholders
- Liaises with internal and external personnel, departments, hospitals and agencies in a courteous and pleasant manner
- Answers and screens telephone calls and emails, taking necessary and appropriate action
- Ensures all office supplies are ordered in a timely manner
- Maintains Program Director and Administrator list servers
- Maintains Program List and communicates changes to the faculty and staff of the PGME office and to the 65+ Residency Training Program Administrators
- Oversees the scheduling of meetings in the three conference rooms in the Medical Education Block
- Coordination
- Works closely with the Communications & Workshop Coordinator to schedule and coordinate workshops and process workshop expenses
- Creates promotional materials and sends out emails to notify programs of the workshops
- In person - Prepare packages of handouts, make name tags, set up the room for the workshop and pick up catering. Clean up room after workshop
- Over video conferencing - attend workshop, help with breakout groups and technical issues
- Schedule program evaluation committee meetings (about 3-4 per year)
- Take meeting minutes
- Archive attendance list, evaluations and create and send out certificates of attendance
- Schedule and coordinate the R2C2 and Resident feedback workshops
- Respond to registration requests, keep track of registrants on a spreadsheet and send calendar invites
Qualifications / Requirements:
- High School Diploma with 2-3 years experience in an office work environment required
- Experience in Postgraduate Medical Education would be an asset
- Proficient knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, OneDrive)
- Experience using University systems especially PeopleSoft Student Administration is essential
- Advanced interpersonal, organizational and time management skills with the ability to set priorities and meet constant, shifting deadlines is required
- Ability to work independently, exercising initiative and good judgment
- Ability to work effectively in a changing environment
- Ability to be adaptable and flexible in a changing environment
- Excellent verbal and written communication skills to communicate effectively across Departments is required
- Highly developed organizational, analytical and problem solving skills is required
- Ability to plan, problem-solve and organize multiple tasks and priorities is essential
- Demonstrated professionalism, tact, judgement and attention to detail with the ability to consistently produce work with a high degree of accuracy are essential
Application Deadline: April 16, 2025
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 2.
For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
