Undergraduate Program Assistant

Competition 2142

This position is a part of the Non-Academic Staff Association (NASA).

This position has a term length of 1 year plus 1 day and offers a comprehensive benefits package.

Location - This role is hybrid with a mix of remote and in-person work at North Campus, Edmonton.

Working at the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

Working for the Department of Family Medicine

The University of Alberta Department of Family Medicine is a top school for Family Medicine in Canada. As a department, we are responsible for educational innovations and research that have been adopted across Canada and internationally. We are innovative and creative thinkers, producing high-quality work. We are a learning organization, constantly seeking to improve how we do what we do for our learners, patients, and communities.

Position Summary

The department utilizes family medicine electives as an important means of attracting MD students to our family medicine residency program. Working closely with the family medicine Clerkship Director and reporting to the Undergraduate Program Coordinator, the position administers home and visiting electives as well as the family medicine clerkship program. This position also provides general administrative support to the undergraduate program, including taking minutes for undergraduate program and clerkship team meetings.

Duties 

Program Administration (90%)

Family Medicine Clerkship / Electives

• Support recruitment of physicians and maintain a master preceptor recruitment list for Clerkship and Electives, including collection of practice profiles electronically.
• Develop and maintain the Clerkship Planning spreadsheet, including class list, academic progress, rotation information, and session schedule.
• Assist the Program Coordinator with setting up the clerkship course and evaluation schedule.
• Schedule clerkship rotations at urban teaching sites, working closely with the Office of Rural and Regional Health.
• Organize and track the urban Electives for local and visiting students managed by the undergraduate Family Medicine Office.

General Undergraduate Program Support (10%)

• Monitor the program's generic inbox, respond to program inquiries, and triage.
• Provide administrative support for the Clerkship Team and Undergraduate Family Medicine meetings, including room booking, invitations to committee, and preparation of detailed electronic documentation.
• Support preceptor orientation with inviting the preceptors, catering, room bookings, and all follow-up communication.
• Perform other duties as required.

Qualifications

• A diploma (Administrative diploma program). An equivalent combination of education and experience may be considered.
• A minimum of 1-3 years of office experience, preferably in the post-secondary industry.
• Strong ability to manage high volumes of data and experience working within spreadsheets.
• Computer proficiency in office applications, Google Suite, Zoom and electronic learning platforms.
• Exceptional organizational skills with the ability to multitask and set priorities; excellent attention to detail.
• Superior verbal and written communications, interpersonal, and relationship-building skills.
• Strong commitment to client service and a professional and positive approach.