Program Administrator Manager
From U of M Internal Medicine Wiki
Jump to navigationJump to searchThe 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 |
| OPAL | no special instructions |
| Payworks | no special instructions |
| VIP | no special instructions |
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
- 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
- THIS NEEDS TO BE COMPLETED BY MAY 1: In order to obtain funding for this the Associate Head - Education, Managing Director and Finance Manager will need the numbers of residents per training program. There is a file on the shared drive, that program administrators have access to: 1) U:\My Documents\Resident Program\RESIDENT LISTS\Resident list 2019 - 2020 (Cherie).doc 2) an Excel File - N Drive, Postgrad All, List - Resident List 20XX-20XX. Ask each PA to update the list on the shared drive.
July
- Ensure Program Administrators have secured their CaRMS Interviewers
- Home PD
- Panel
- External PD
- Ensure CaRMS master Interview Schedule is created
- Draft individual Interview Schedules by applicant
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
Related Articles
 |
Is this U:\ drive defined in file shares above? |
- Email this list to the Finance Manager
- This list is also to be provided to the Transcription Manager and Kym Morris
- As well, this list or at least the email addresses of ALL residents to be provided to Karen Kiel for distribution of Grand Rounds notices
- I have been printing out the list for quick reference, and storing it in a white binder labelled Trainee Lists
Scanning
- to scan on printer in GC436 (Suzanne's desk)
- open Adobe program, select edit, select scan from scanner
Meetings
- Team Meetings
- Directive Meeting
- Town Halls at Grand Rounds
- U of M Managers Meetings - SUZANNE TO PROVIDE CONTACT INFO
- Staff Engagement
Department of Medicine PGME Meetings
- First Wednesday of each month, from 12:00 Noon to 1:00 pm
- Quite often meetings in August and September are cancelled
- Book GC434 VCU 11 (booked till March 1 2021) [I tend to book both the room and TH till 1:30, as discussions quite often go past 1:00 pm and then get suddenly cut off when TH ends]
- Book E5047 VCU 4 (booked indefinitely with Christine Sawatzky)
- For July & August book an alternate room at SB (bc Summer Noon Rounds take place in E5047 each Wednesday in July and August), so for July and August use NG015 (VCU1) (you book it by booking TH), and ask for the room code [2040]: Note: yes DPGME meeting for July --> NG015 is booked for it NO DPGME Meeting in August 2019, possible for September 3 2019
- Book MBTelehealth (Email: schedule@mbtelehealth.ca) [booked till December 2019, needs to be renewed for January to December 2020], as well, remember to make it open registration
- if linking someone at Misericordia, book Misericordia Room SDC 333 (VCU2 55236) - contact person is Sheli Veilleux 204-788-8570 sveilleux@wrha.mb.ca - then the equipment gets delivered actually to SDC 368 (Dr. Nancy Porhownik's office) by Sheli, and then afterwards the equipment gets picked up by TH @ Miseri from SDC 368
- if linking someone at Riverview, book Classroom C - you must contact Sheena-Mae Cruz 204-478-6204 smcruz@rhc.mb.ca (not room booking calendar)
- Sent email with Agenda & Minutes of Last Meeting
- Do a Calendar Invitation
