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 |
| 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 .
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 (Cathy Belanger) 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
- 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
