Classification & Regular Hours

Hours per Week: 35

Level: N

About Western

Since 1878, Western University has been committed to serving our communities through the pursuit of academic excellence and by providing students, faculty, and community members with life-long opportunities for intellectual, social, and cultural growth. We seek excellent students, faculty, and staff to join us in what has become known as the "Western Experience" - an opportunity to contribute to a better world through the development of current knowledge, new abilities, new connections, and new ways to make a difference.

About Us

To our patients, we use our expertise to provide the best possible care. To our community, we are responsive to their needs including safe and timely treatment and prevention and facilitating the development of a healthy community. To ourselves, we are a faculty that is never satisfied with the status quo; dedicated to continually improving patient care, creating innovative learning opportunities for all learners, and advancing knowledge through research excellence.

The Department of Medicine possesses a strong track record of academic excellence. We attract the best and brightest students, residents, and fellows, because of our excellent faculty and staff, innovative teaching methods and rich and diverse learning experiences in an environment that is supportive and nurturing. Our faculty and trainees are passionate about ensuring the consistent delivery of patient centered care, including safety and quality. We are part of a larger healthcare system that works to deliver the health solutions that people require in London and Southwestern Ontario. The Department of Medicine works closely with academic hospitals, the Southwest Local Health Integrated Network and community physicians and partners to achieve accessible and sustainable healthcare for all.

Responsibilities

The Program Assistant will support the effective and efficient administration of the educational portfolio in the Division of Internal Medicine and the Department of Medicine as needed, in accordance with Western University’s mandate and within the requirements of the Professional Association of Residents of Ontario (PARO) contract, the accrediting College (Royal College of Physicians & Surgeons of Canada (RCPSC) new Competency Based Medical Education, and Postgraduate Medical Education (PGME) Office. The role acts as a key support to the Education Manager and Program Director to assist with the day-to-day operation of the unit and to assist in meeting the program's goals, strategic plan and RCPSC Competency Based Medical Education requirements for accreditation. The role will provide administrative support and act as a first point of contact and resource for inquiries,



providing information regarding resident needs, continuing medical education events, and University and departmental policies and procedures. This position provides support for the education office and Department of Medicine, including coordinating logistics for events and academic teaching sessions, scheduling residents and coordinating the calendar for the Program Director. The position will also manage committee meeting scheduling, agendas and minutes and will provide data analysis and reporting, and support with document creation and management. The role will contribute to the ongoing refinement of program processes and procedures and organize and support the strategic plan of the unit with an emphasis on accreditation review with the Royal College of Physicians and Surgeons of Canada for the Competency Based Medical Education System. In addition, the Program Assistant provides back-up support to the Undergraduate and Postgraduate Program Coordinators during peak periods and in their absence.

Qualifications

Education:

- 3 year Community College Diploma in Business Management/Administration required; University Degree preferred

Experience:

- 3 years of experience providing administrative support for continuing education development, anticipating the needs of the clients, and providing excellent customer service in a busy office environment
- 2 years’ experience working in a medical education program setting preferred

Knowledge, Skills & Abilities:

- Knowledge of the Department, University and LHSC policies and procedures preferred
- Knowledge of policies and procedures for The Royal College of Physicians and Surgeons (RCPSC), Professional Association of Residents of Ontario (PARO), and Canadian Residency Matching Services (CaRMS) preferred
- Knowledge of medical terminology with the ability to proofread and edit medical documents
- Ability to learn and apply new terminology quickly and efficiently for example medical education, residency curriculum, accreditation
- Familiarity with medical education, curriculum, accreditation and related licensing bodies preferred
- Knowledge of software applications used by Western preferred – Elentra, Acuity STAR, video conferencing software and web-based programs, Cascades, PeopleSoft
- Adapt to change and ongoing improvements and innovations in program
- Strong verbal and written communication skills to clearly express ideas in an objective manner,



and adapt communication style to suit the situation and audience
- Strong analytical skills to synthesize sizable amounts of detail/data and reports and present information and materials to different audiences.
- Demonstrated ability to take initiative, to work independently and follow through on work assignments to completion accurately and in a timely manner
- Ability to apply active listening to hear and understand the complete message being communicated using the skills of empathy and understanding
- Competency to maintain confidentiality and treat sensitive information with discretion
- Ability to establish rapport with people from diverse backgrounds
- Demonstrate the ability to understand and resolve external and internal partner issues
- Ability to maintain a positive, outgoing attitude with genuine customer service orientation
- Ability to multi-task and maintain an organized and effective personal work workplace
- Adapts readily and effectively to changing priorities and demands with the ability to manage multiple time-sensitive projects at one time
- Ability to make appropriate decisions and resolve issues by identifying the critical elements of a problem situation and considering each aspect
- Ability to interact professionally with others including students, staff, faculty, and other members of the University community
- Intermediate proficiency required in Microsoft Office to prepare emails, correspondence, announcements, and to input data into spreadsheets and databases
- Ability to work independently and effectively as a member of the team to achieve department goals
- Valid driver's license with access to a vehicle. Travel is periodically required within the city, and may be outside of regular business hours

Union Statement

Western welcomes applications from all qualified individuals; however, it is the university's policy to give first consideration to all qualified UWOSA applicants.

Western Values Diversity

The University invites applications from all qualified individuals. Western is committed to employment equity and diversity in the workplace and welcomes applications from women, members of racialized groups/visible minorities, Indigenous persons, persons with disabilities, persons of any sexual orientation, and persons of any gender identity or gender expression.

Accommodations are available for applicants with disabilities throughout the recruitment process. If you require accommodations for interviews or other meetings, please contact Human Resources or phone (phone hidden).

Please Note:

This position is an existing vacancy. This position is fully in-person, on-site. We thank all applicants for their interest; however, only those chosen for an interview will be contacted.

📌 Program Assistant II (London)
🏢 Western University
📍 London