Pre-Clerkship Administrator, Undergraduate Medical Education

The Undergraduate Medical Education program has expanded seats in the Doctor of Medicine program at the Saskatoon campus. This position will work with a team of motivated staff and faculty to support medical education at the Saskatoon campus, and in the province of Saskatchewan.

Primary Purpose: This individual will support faculty and students in the first two years of medical education (Pre-Clerkship). The focus will be on supporting Foundations courses and clinical learning experiences through both case-based and evidence-based learning opportunities.

Nature of Work: Reporting to the Manager, Undergraduate Medical Education (UGME), and working closely with the Academic Director, this administrator works very closely with the Year 1 & 2 Chairs, Module Directors, Section Leads, and other staff supporting these faculty; specifically, but not limited to the Curriculum Integration and Evaluation and UGME Pre-Clerkship Program Coordinators. 

This work supports complex, foundational course in the second year of the undergraduate MD program, as well as case-based and evidence-based learning in both Pre-Clerkship years. The coordinator will interact with many full-time faculty (both clinical and basic sciences) as well as community-based faculty and staff across instructional sites and the province.  This position requires the ability to work under pressure in a fast-paced environment while balancing competing deadlines and multiple tasks. Based on the unpredictability/complexity of physician’s schedules, some work may occur outside of prescribed office hours.

Typical Duties or Accountabilities

Administrative:

• Assist the Pre-Clerkship team with scheduling of courses, including booking rooms and arranging audio video requirements
• Support the preparation of syllabi for all relevant courses, ensure details are provided and accurate
• Oversee the use and application of the curriculum management information system (one45) Foundations IV and oversee CBL for first- and second-year courses.
• Manage web-based curriculum support programs (Canvas) functions – post documents, learning objectives, grades, etc.
• Ensure the timely reporting of grades to students, in compliance with accreditation standards
• Manage student feedback provided via email and the JIRA ticket system
• Work with Course Chairs, Module Directors, and Section Leads to monitor assessment and student completion of objectives/assessment; schedule required student meetings
• Ensure communication timely with key stakeholders (academic leads, faculty, students, staff)
• Provide input on implementation of timelines, policy and procedures
• Manage Curriculum Feedback Tool for relevant courses
• Work collaboratively with the Regina campus Administrative Coordinators and staff to ensure consistency between both sites.
• Work collaboratively with the Active Learning and Technical Support Specialist to evolve delivery and support faculty
• Some faculty support may occur outside regular work hours
• Other duties as assigned

Pre-Clerkship Orientation:

• Build effective working relationships with the Year Chairs, Course Chairs, Course Coordinators, and UGME Administrative Coordinators to deliver orientation activities across all Years in Saskatoon, while coordinating with the Regina team.
• Communicate and arrange presentations with partners (CPSS, CMA, SMA, and Sharalife)
• Organize and schedule presenters, arrange for the creation of hospital badges and hanging tags, manage required paperwork and place in undergraduate student file, update curriculum, and ensure content is evaluated in a timely way
• Update first year information on current student website, ensuring accuracy and relevance
• Ensure all orientation information in One45 and Canvas is accurate and complete and assist administrative support staff with tasks where necessary.

Committee Support – Clinical Skills Sub-Committee:

Meeting preparation:

• Maintain membership list and email contact list
• Track attendance; responses and those that attend meetings
• Setting up zoom links and outlook invitations for meetings
• Prepare and distribute agendas
• Send email reminder to committee with meeting documents the week prior to the meeting

During meetings:

• Share documents on screen during the meeting, monitor chat during meeting
• Trouble shoot technical problems for online attendees

Post Meeting –

• Prepare minutes and work with committee chair for approval; track decisions, ensure follow up on action items
• Assist chair with preparation of Curriculum Committee monthly and annual report as required
• Maintain SharePoint site
• Other tasks as requested by chair

Education: an education or equivalent degree is required; equivalent work experience will be considered.

Experience: 3 years related experience working at the University of Saskatchewan campus would be considered an asset.  Work experience managing pedagogy and curriculum would be ideal. Familiarity with One45, Canvas, PAWS, Outlook, and Excel desirable.

Skills:
Strong evidence of relationship building; demonstrated professional maturity, judgment and decisiveness; strong written, verbal, research, organizational and communication skills; ability to take initiative and be self-directed; ability to work collaboratively, with polished presentation, written and interpersonal communication skills; proven strategic planning skills; ability to foster a cooperative work environment within a complex partnership/organizational structure; ability to provide technical guidance and leadership to professional staff and clientele in the field; energetic, showing leadership in a highly collaborative manner; demonstrated ability to think and act strategically and exercise diplomacy and creativity in solving issues; proven ability and creativity in negotiating mutually beneficial solutions; ability to make data-driven decisions and demonstrated commitment to quality; demonstrated experience in project management and being highly organized; proficiency with contemporary computer applications

Inquiries regarding this position can be directed to Sherry Pederson at 306-966-6142.

Department: College of Medicine – DnOffce

Status: Term – 2 years with the possibility of extension or becoming permanent

Employment Group: ASPA

Shift: 8:30-4:30

Full Time Equivalent (FTE): 1.0

Salary: The salary range, based on 1.0 FTE, is $50,780.00 – 79,344.00 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: 3/8/2024

Closing Date: 3/21/2024 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