Clerical Assistant, Curriculum, Undergraduate Medical Education Program

Primary Purpose: To provide administrative support to educational faculty leadership in the Undergraduate Medical Education Program, College of Medicine. Nature of Work: Reporting to the Manager, UGME this position is an integral part of an administrative team and manages day to day administrative tasks. The incumbent will work in a fast-paced environment and have the ability to work independently as well as part of a team while maintaining confidentiality. This position is driven by constant deadlines, continuous changes and shifting priorities. This position works independently with moderate supervision and day to day guidance from the Assistant Dean Curriculum and Curriculum Specialist. Typical Duties or Accountabilities: This position provides clerical support to the educational faculty and staff leadership, as part of the UGME Curriculum Team. Part of this role will provide support directly to the Assistant Dean Curriculum. Syllabi Review Develop and communicate schedules for syllabi development. Manage central SharePoint for all College of Medicine syllabi. Ensure all changes to syllabi are entered and tracked. Prepare final drafts of syllabi. Ensure all syllabi are posted to the website following approvals. Duties related to supporting Curriculum Committee and two sub-committees include room booking, arranging Zoom meetings, catering, managing agendas and tracking action items, quorum, and terms of reference, as well as taking meeting minutes for distribution. Curriculum Committee (CC) Manage the CC SharePoint which includes agendas, action items, membership, track attendance, annual reports, meeting documents, course syllabi, policies, and procedures. Assist during CC meetings with presentations, notes for minutes, communicating action items. Updating CC approved policies and procedures, posting to the UGME SharePoint and website. Ensuring that all are reviewed in a timely manner. Communicating with administrative leads for Curriculum Committee Subcommittees to ensure standardization of processes and templates across the committee structures. Assist with CC working groups as they are implemented – acting as project manager to the chair of the group and assisting the group in preparing their reports back to CC. Manage logistics of Curriculum Committee Retreat. Curriculum Delivery Sub-Committee (CDSC) Manage the CDSC SharePoint which includes agendas, action items, membership annual reports, meeting documents minutes, procedures and recommendations that go forward to CC for system updates for supporting curriculum. Assist during CDSC meetings with presentations, notes for minutes, and communication of action items. Monitor and assist with completion of action items. Curriculum Quality Review Sub-Committee (CQRSC) Manage the CQRSC SharePoint which includes preparation of agenda(s), meeting invites, collect CQRSC Course Review templates, add evaluation components required for each course, track action items courses that require review, committee membership, retreats, monthly reports, create meeting minutes, compile recommendations that go forward to Curriculum Committee for curricular change. Assist during CQRSC meetings with presentations, notes for minutes, revisions of working documents, and communicating action items. Assist with updating curriculum documents and electronic platforms. Other Duties As the unit grows and evolves, the successful candidate will be expected to take on new responsibilities, projects, and assignments in support of changing priorities and operational requirements. Education: Completion of Grade 12, and a recognized post-secondary administrative assistant program is required. A Bachelor of Arts degree with a major in English would be considered an asset. Experience: Three to five years of related experience is required, experience supporting faculty is preferred. Proficiency with SharePoint, Microsoft Office, virtual meeting platforms, Word and Excel is required. Knowledge of University processes, including One45 would be an asset. Experience working and collaborating in diverse and inclusive settings is required. Skills: This role requires highly effective interpersonal skills coupled with the ability to develop and maintain working relationships with coworkers. 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 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. This role demands exceptional organizational skills and the ability to proactively create systems that track complex details and future action items, ensuring timely follow-up weeks or months later. 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 would benefit from knowledge of managing curriculum and the University of Saskatchewan procedures. Inquiries regarding this position can be directed to Sherry Pederson at <[email hidden]> .