Program Administrator Manager

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The Program Administrator Manager manages the Program Administrators and the Undergraduate Patient Recruiter and the Undergraduate Program Administrator. The role is currently held by:

Information Systems

InfoSystem AdditionalSetupInfo
Concur Travel & Expense no special instructions
Entrada no special instructions
EPIC no special instructions
FAST no special instructions
JUMP no special instructions
LimeSurvey CPD Tracking no special instructions
Payworks no special instructions
VIP no special instructions

Department file shares

Onboarding tasks

There are no Onboarding tasks registered for this role.


SMW

Declare if this role will be shown by Template:Person No

Cargo

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Cargo

SMW

SMW

  • VIP - Setup Note: no setup notes

Cargo

SMW

  • FAST - Setup Note: no setup notes

Cargo

SMW

  • JUMP - Setup Note: no setup notes

Cargo

SMW

Cargo

SMW

  • EPIC - Setup Note: no setup notes

Cargo

SMW

Cargo

SMW

  • Entrada - Setup Note: no setup notes

Cargo

SMW

  • FAST - Setup Note: no setup notes

Cargo

SMW

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SMW

Cargo

Additional Info

- U of M Payroll

Responsibilities

See #Related Articles.

  • All Program Administrators are to be hired as U of M Employees, at the level of Office Assistant 5, at 37.5 hours a week. The reason they are hired at 37.5 hours is because they are dealing with clinicians who may require the Program Administrator to be available early in the morning and / or available late afternoon.
  • How to Hire a new UofM Employee
  • Provide template for U of M Time sheet

Managers hiring toolkit/resources

http://umanitoba.ca/admin/human_resources/consulting/managers_toolkit/recruitment-selection-onboarding.html

  • Conduct Onboarding (guide is within U of M Toolkit)
    • Annual Report to be reviewed so employee becomes familiar with the Department
  • Conduct Probation Review (within U of M Toolkit)

Annual Tasks

January to April

Department file share INTMED_ADMIN_EDUC2 N:\My Documents\Resident Program\RESIDENT LISTS\Resident list 202X - 202X

Ensure all the columns are complete.

  • How to find Network Userid
    • Go to Global Address Book
    • Right click mouse
    • Properties
    • Alias is the equivalent of the Network User ID
  • Obtaining Dictation Codes
    • Email Service Desk at servicedesk@sharedhealthmb.ca with a copy to Cathy Pope & Ami Buckingham
    • Subject Line to read: P-DAT Account Set up
      • Spreadsheet to Service Desk & Cathy Pope & Ami Buckingham to include:
        • Resident Name
        • Resident Contact Phone Number
        • Resident Training Program
        • Whether trainee is Resident or Fellow (all of ours are Residents)
      • Cathy Pope & Ami Buckingham will send an email to the resident with their e-Signature code and their password for the dictation system
      • and they will also send you the residents e-Signature code for the Excel file
      • Remind PAs to send out instructions and Dr. Wong's sample letter to all residents in all programs aobut how to dicate a letter & Transcription Manager can also provide one-on-one training / group training to your program *Department file share INTMED_ADMIN_EDUC2 N:\My Documents \postgrad all - dictation


January



July

For the Department file share INTMED_ADMIN_EDUC2 N:\My Documents\Resident Program\RESIDENT LISTS\Resident list 202X - 202X -]], ensure all contact information is in

Then email Cathy Pope & Ami Buckingham of Shared Health with the names, phone number, and programs for the INcoming residnets who do not have a Dictation Code. They will create the code for the incoming residents. .

  • Ensure CaRMS master Interview Schedule is created
  • Draft individual Interview Schedules by applicant


August

  • Ensure each PA has created a colour photo sheet of their trainees for the upcoming academic year
  • Ensure you know how to locate these files in each program's shared drive, as Dr. Orr will ask for them at the beginning of September

September

  • Print colour copies of each program's photo sheet of residents and give to Dr. Orr by around September 15


December

  • Continue to update the Excel file of the residents list, of incoming and outgoing residents
  • Continue with Performance Reviews


Weekly Tasks

  • Thursday / Friday - enter payroll: both U of M, and UMG
  • see H:\2.Payroll\1_Payroll - U of M\U of M - Payroll Entry INSTRUCTIONS to Login to VIP


Scanning

  • to scan on printer in GC436 (Suzanne's desk)
  • open Adobe program, select edit, select scan from scanner


Meetings


Department of Medicine PGME Meetings

See Postgraduate_Medical_Education_Committee#Duties_of_Program_Administrator_assigned_to_the_Committee


Related articles

Related articles: