Clerical Assistant, Postgraduate Medical Education

Clerical Assistant, Postgraduate Medical Education

Primary Purpose: To provide administrative support to the Coordinator, Admissions & Resident Administration in the Postgraduate Medical Education Office in the College of Medicine, and to independently handle the day-to-day admissions and resident administration requirements of the Postgraduate Medical Education Office.

Nature of Work: Reporting to the Manager, Postgraduate Medical Education (PGME) this position is responsible for providing high level support to the admissions and resident administration portfolio within the PGME office. Working closely with the Coordinator, Admissions & Resident Administration is essential in planning and organizing workflow and ensuring that critical deadlines are met throughout the year. The position requires the ability to work under pressure in a high-volume environment. The work includes a broad range of duties and processes that involve multiple conflicting priorities, peak periods, numerous fixed deadlines, interruptions, and situations that require an ability to work independently, as well as part of a team. The position exercises discretionary decision making and makes decisions according to established policies and defined best practices. Tasks involve highly sensitive and confidential matters.

The position establishes and maintains professional working relationships with a diverse group including PGME staff, medical residents, program directors, program administrators, College of Medicine faculty and staff, the University community, and external stakeholders including the Saskatchewan Ministry of Health and provincial and federal medical regulatory organizations.

Typical Duties:

• Administration of the appointment and onboarding process for all new trainees including residents matched through the Canadian Residency Matching System Service (CaRMS); transfer residents; sponsored residents; clinical fellows; and non-resident trainees
• Track Safety Orientation/Workplace Hazardous Materials Information System (WHMIS) Course for new residents
• Process promotions and completions for on-cycle and off-cycle residents, clinical fellows and non-resident trainees, including preparation and distribution of Completion Certificates
• Process resident and clinical fellow resignations
• Process Credits of Training
• Process Waivers of Training
• Process Confirmation of Completion of Training (CCT) forms
• Process resident name changes and address changes
• Maintain the PGME Access Database and Resident Master List for all residents
• Create and distribute the House Staff List quarterly
• Complete the Resident Doctors of Saskatchewan (RDoS) Paygrade spreadsheet
• Collect, compile, and report information for the Canadian Post-MD Education Registry (CAPER) Report for the Association of Faculties of Medicine in Canada (AFMC)
• Maintain statistics for Medical Council of Canada (MCC) exam results
• Register residents in the Post Graduate Clinical (PGCL) 600 Course for all terms (Winter, Spring, Summer, Fall)
• Prepare Resident Retention Rate Reports for Saskatchewan Ministry of Health and PGME Annual ReportProvide administrative support to the Coordinator, Admissions & Resident Administration by coordinating allocation meetings and assisting with CaRMS match processes and intake activities for transfers, clinical fellows, sponsored trainees, and non-resident trainees
• Monitor the postgrad.med@usask.ca and the medicine.pgmetransfers@usask.ca inboxes
• Other duties as assigned

Education: Completion of Grade 12 and a recognized one-year post-secondary business/administrative program. An equivalent combination of education and experience may be considered.

Experience: Three to five years of related experience, preferably in a university or academic healthcare setting. Demonstrated proficient working knowledge of the University of Saskatchewan Banner Student and AboutUs electronic systems, Recruit, One45, Access database, Microsoft office (Word and Excel) is an asset. Demonstrated proficiency in interpreting and applying administrative policies, guidelines and processes, internal and external communication skills, and time management.

Skills:

• Demonstrate professional maturity, judgement, and decisiveness
• Demonstrate strong organizational and time management skills
• Demonstrate ability to be self-directed and take initiative
• Relationship building attributes, ability to work independently, as well as collaboratively
• Effective interpersonal and communication skills, both written and verbal
• Proven ability to manage high volume workloads and multiple projects with competing demands and deadlines
• Ability to maintain meticulous attention to detail and ensure accuracy
• Proven ability to handle interactions with tact, diplomacy and intercultural sensitivity, and maintain confidentiality
• Ability to recognize and implement changes in policies/procedures and best practices which result in improved delivery of administration
• Proven ability to manage projects and prioritize workload
• Demonstrate ability to interact and communicate in a professional manner with medical residents, program staff, university and health region personnel, and the general public
• Knowledge of the University of Saskatchewan policies and procedures are an asset
• Strong computer skills including typing and proficiency with Microsoft Office software (Word, Excel, PowerPoint, Outlook, and Access) is essential

Department: College of MedicineStatus: Permanent
Employment Group: CUPE 1975 - Restricted
Shift: Mon-Fri, 8:30 - 4:30pm
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $30.25 - 38.38 per hour. The starting salary will be commensurate with education and experience.
Salary Family (if applicable):Operational Services
Salary Phase/Band:Phase 5
Posted Date: 8/19/2026
Closing Date: 9/1/2026 at 6:00 pm CSTNumber of Openings:1
Work Location:May be eligible for hybrid work under the terms of USask's Alternative Workspace Guidelines

The University of Saskatchewan aspires to be what the world needs and embraces equity, diversity and inclusion as foundational to excellence and innovation. We actively seek to create a welcoming environment where all individuals feel empowered to thrive, contribute, and grow. Applications from equity-deserving groups are encouraged as part of our ongoing efforts to reflect the diversity of the communities we serve: EDI Framework for Action.We continue to grow our partnerships with Indigenous communities across the province, nationally, and internationally and value the unique perspective that Indigenous employees provide to strengthen these relationships. Verification of Indigenous Membership/Citizenship at the University of Saskatchewan is led and determined by the deybwewin | taapwaywin | tapwewin: Indigenous Truth policy and the Standing Committee in accordance with the processes developed to enact the policy. Successful candidates that assert Indigenous membership/citizenship will be asked to complete the verification process of Indigenous membership/citizenship with documentation.
The University of Saskatchewan provides an accessible and inclusive workplace. Should you require support through any stage of the recruitment process, pleasecontact us for assistance.