University of Alberta

Rural Family Medicine - Academic Site Administrator, Red Deer

Faculty of Medicine & Dentistry - Community Engagement, Office of Rural & Regional Health

Competition No.  -    S104639795
Posting Date  -    Aug 02, 2019
Closing Date  -    Aug 19, 2019
Position Type  -    Full Time - Grant Funded
Salary Range  -    $53,288 to $71,948 per year
Grade  -    07
Hours  -    40

This position is based at the Red Deer Regional Hospital and offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

The Academic Site Administrator for the Rural Family Medicine Residency Program is responsible for coordinating, maintaining and supporting the postgraduate (2-year residency) program at the Red Deer home base. This position provides a full range of administrative support to the Rural Family Medicine Residency Co-Directors and Residents in Red Deer. The position reports to the Co-Directors for day-to-day activities, works with the University of Alberta (UofA) Department of Family Medicine (DoFM) residency program for academic items, the Division of Community Engagement for HR and financial matters, and reports overall to the Assistant Postgraduate Program Director
DoFM/Director, Rural & Regional Health.

This position also works closely with the Academic Site Administrator based in Grande Prairie to ensure effective overall delivery of the program.


  • Creates, maintains and distributes all resident rotation schedules for Red Deer in coordination with the Grande Prairie program as well as Rural Program Administrator (Office of Rural & Regional Health)
  • Coordinates various residency program educational events, ie, academic sessions, research days, retreats, workshops, seminars, written and oral examinations, alternate learning programs and other education activities (weekly rounds, guest speakers, small group learning, resident projects)
  • Prepares, updates and distributes resident rotation schedules; schedules postgraduate electives; assign preceptors; synchronize vacation, conference and other resident absences using one45
  • Updates and maintains program calendar
  • Corresponds with residents, faculty and others via phone and E mail
  • Maintains confidential and complete resident files, including evaluations, quarterly reports, references and correspondence in an accessible and organized manner via electronic system
  • Tracks and maintains resident and preceptor web based evaluations as determined by the Postgraduate Medical Education Office and the Postgraduate Program of the DoFM
  • Attends (as site representative) all Residency Program Committee (RPC) meetings
  • Plans and schedules meetings at the request of the Co-Directors as required; organize agenda, take and distribute minutes and ensure members are reminded of action items
  • Organizes and attends yearly resident orientation in conjunction with Grande Prairie program; secure location, facility and catering; develop itinerary, invite all residents and their families as well as applicable University faculty
  • CaRMS Interviews--Coordinates with Grande Prairie program, including; oversees the CaRMS electronic file web site; organizes file reviews, interviews and attends interviews at all sites
  • Compiles site-specific data, organizes reports and coordinates site visits as required by the accreditation process and the accreditors
  • Collaborates with Division of Community Engagement Administrator and Financial Coordinator for program and resident expenses as well as preceptor payments
  • Works collaboratively with the Administrative Assistant, FoMD Education Programs (also based in Red Deer)
  • Performs other duties as required


  • Minimum high school diploma supplemented by post-secondary office/business administration certificate; equivalent combinations of education and experience will be considered
  • High level of initiative and ability to build strong working relationships with diverse groups with limited supervision; experience in a medical/academic setting coordinating residency teaching programs
  • Familiarity with the University of Alberta’s policies and procedures an asset
  • Excellent communication, interpersonal, organization, problem solving and time management skills, accuracy and attention to detail
  • Strong MS Office skills and willingness to continue to expand computer knowledge
  • Ability to work effectively on an ongoing basis with off-site team members through electronic and virtual means
  • Demonstrated effective interpersonal skills in dealing with staff, residents, other hospital departments, outside institutions/agencies, and the community
  • Demonstrated ability to function both as a member of a team and independently
  • Ability to work in a highly confidential and rapidly changing environment with multiple interruptions

How to Apply

Apply Online

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

The University of Alberta is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage women; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression; and all those who may contribute to the further diversification of ideas and the University to apply.