Program Administrator Manager
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 |
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 an Excel file on the shared drive, that program administrators have access to:
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
- Subject Line to read: P-DAT Account Set up
- Copy Cathy Pope & Ami Buckingham
- Spreadsheet to include:
- Resident Name
- Resident Contact Phone Number
- Resident Training Program
- Whether trainee is Resident or Fellow (all of ours are Residents)
- Spreadsheet to include:
January
- Review the CaRMS website for the Medicine Subspecialty Match timelines - the dates are usually posted by the last Wednesday in January: https://www.carms.ca/match/msm/faculties-program/msm-first-iteration-program-timelines/
- Review the Excel File of Residents Lists - ensure that the incoming R1s & R4s are highlighted, and, the outgoing residents are listed
- Department file share INTMED_ADMIN_EDUC2 N:\My Documents\Resident Program\RESIDENT LISTS\Resident list 202X - 202X
- Email this list to the Finance Manager
- This list is also to be provided to the Transcription Manager (Liane Davidson) and the Accuro Clinic Support Team Manager (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
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 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
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
- 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
See Postgraduate_Medical_Education_Committee#Duties_of_Program_Administrator_assigned_to_the_Committee
