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Advisor & Operations Administrator, Office of Resident Affairs & Physician Wellness

Job ID: 33065
Location: Foothills Campus
Updated October 16, 2024

This job posting is no longer active.

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We would like to take this opportunity to acknowledge the traditional territories of the people of the Treaty 7 region in Southern Alberta.
The City of Calgary is also home to Métis Nation of Alberta, Districts 5 and 6.

Description

The Office of Postgraduate Medical Education in the Cumming School of Medicine invites applications for a Advisor & Operations Administrator, Office of Resident Affairs & Physician Wellness. This Full-time Fixed Term position is for approximately 11 months (based on length of grant funding), with the possibility of extension.

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.
 
The Office of Resident Affairs and Physician Wellness (ORAPW) works at arms-length to PGME to support the physical, emotional, and psychological wellbeing of postgraduate medical education trainees (medical residents and fellows) both directly by offering wellness services and resources and indirectly by providing programming and supports to Programs.

This position reports to the Manager, ORAPW and has primary responsibility for organizing and coordinating administrative activities for the office in support of the delivery of key wellness programming, services, and resources.  The incumbent applies specialized skills and knowledge regarding existing and new policies and procedures for CSM, UCalgary, AHS, PARA, CPSA, RDocs, PFSP, and other relevant organizations in support of resident and fellow wellbeing.  They act as the first point of contact for the office and as a resource to colleagues both within PGME as well as to Program Directors and Program Administrators in the 65 programs.  They provide leadership and guidance regarding wellness activities, supports, resources, and tools to Program Directors and Administrators. 

Summary of Key Responsibilities (job functions include but are not limited to):

  • Acts as the first point of contact and resource for any requests or inquiries from Trainees, Programs, PGME, Faculty, and others regarding available well-being supports
  • Utilize special skills in the area of PGME including advising on policies and procedures related to CSM, PGME, and other relevant external organisations (AHS, PARA, PFSP)
  • Advises on wellness programming and supports and recognizes residents / fellows in distress
  • Provides accurate and timely information to trainees, programs, and faculty by phone, e-mail, and in-person regarding programming, services, and resources offered through the ORAPW
  • Act as a resource and key contact for the Postgraduate Medical Learner Accommodations process
  • Maintains accurate and confidential minutes of the Accommodations Assessment Committee meetings
  • Ensures timely correspondence with Trainees seeking an Accommodation throughout the entire process - from acknowledging receipt of the request to the decision letter
  • Assists with the development, production and revision of resources and tools for Trainees and Programs to support Trainee Wellness
  • Assists with creation of slide decks and presentations in support of workshops, events, wellness fairs, and information sessions for trainees and professional development sessions for Program Directors and Program Administrators
  • Develops and executes promotion and communication initiatives to engage Trainees, Program Directors, and Program Administrators in Trainee Wellbeing
  • Develop and administer surveys to gather feedback and provide suggestions for programming improvement and development
  • Monitors website and wellness app content and ensures content is relevant and up-to-date
  • Coordinates wellness events sponsored by the ORAPW
  • Coordinates workshops for trainees, programs and faculty delivered by ORAPW staff and/or 3rd party partners
  • Represents the ORAPW at Mental Health Fairs and Wellness Conferences

Qualifications / Requirements:

  • Post-secondary education; a University degree is considered an asset
  • Courses in recognizing people in distress, suicide prevention, workplace accommodations, supporting people with disability, etc is considered an asset
  • Minimum 2 years administrative and customer service experience in a medical education or post-secondary environment
  • Excellent knowledge of educational institutions, hospital/clinical settings, and Canadian postgraduate medical education
  • Experience supporting wellness programming and initiatives
  • Demonstrated strong regard to the adherence of professional boundaries and conduct for issues of confidentiality and handling of highly confidential and sensitive information
  • Ability to exercise judgment and make decisions within established guidelines
  • Demonstrated experience in establishing processes, improving services, and increasing transparency for users
  • Organized, conscientious, and possess a high degree of accuracy and attention to detail
  • Demonstrated ability to multi-task
  • Excellent communication and interpersonal skills both oral and written
  • Excellent customer service skills, high degree of phone and email etiquette
  • Excellent working knowledge of Microsoft Office including Word, Excel, PowerPoint, Outlook; experience with Peoplesoft or Electronic Medical Records an asset

Application Deadline:  October 15, 2024

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 Specialist/Advisor 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 Equity, Diversity and Inclusion ([email protected]) and requests for accommodations can be sent to Human Resources ([email protected]).

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.

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