University of Alberta Looking for Academic Records Administrator at Edmonton, Alberta, Canada Full Time

This position has a term length of two years with the possibility of extension and offers a comprehensive benefits package which can be viewed on our Benefits Overview page .

Location – Work primarily takes place at North Campus Edmonton.

Working for the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Working for the Faculty of Medicine & Dentistry

The Undergraduate Medical Education office in the Faculty of Medicine & Dentistry supports students in a four-year program leading to the degree of Doctor of Medicine (MD).

Position

This position is primarily responsible for the Academic Records area of the MD Program. This will encompass overseeing student professionalism; administration of students on a leave of absence and their return; managing student academic mentoring/remediation and the academic standing process; maintaining student MD records and overseeing the HBBFE process. The Academic Records Administrator will assist in the process, evaluation and selection of applicants to the MD Program as well as prepare for and participate in recruitment events.

Duties

• Oversees student records in the College of Physicians & Surgeons of Alberta’s (CPSA) Undergraduate Trainee (UGT) Application Tracking System, liaising with students and the CPSA as required
• Coordinates and administers the MD Program package for the incoming Year 1 MD students, uploads to MedSIS and responds to student inquiries
• Manages student immunization records; distributes required forms, reviews and tracks completed documentation, responds to student inquiries and collaborates with the University Health Centre as required
• Management of HBBFE (Human Blood or Body Fluid Exposure) reporting and inquiries
• Commissions student and alumni documentation as required for other universities, provincial Colleges of Physicians & Surgeons, CaRMS and other licensing bodies throughout Canada and the United States
• Assists all functions related to the preparation for the Multiple-Mini Interview (MMI)

Minimum Qualifications

• Minimum postsecondary degree in Education or combination of education and experience will be considered
• Exceptional organizational skills with the ability to multi-task and set priorities while keeping close attention to detail
• Superior oral and written communication, interpersonal and relationship-building skills
• Strong commitment to client service with a positive, professional approach
• Ability to maintain high levels of professionalism
• Excellent proofreading skills for all functions related to admission of applicants to Medicine Program
• Ability to work independently and in a team environment, on a wide variety of tasks with competing priorities

Preferred Qualifications

• Proficient in Microsoft Office, Google Applications and social media; familiarity with PeopleSoft and SiteCore would be an asset
• Understanding of procedures and policies that govern the Faculty and the University in general, and the areas of admissions/records specifically is an asset