Clerical Assistant, Simulation and Simulated Patient Support, College of Medicine (Regina, SK)

Primary Purpose: To provide clerical administrative assistance for the Undergraduate Medical Education (UGME) program within the College of Medicine, with a concentration on year one and year three/four academic programming.

Nature of Work: Reporting to the Manager, Regina Campus, with day-to-day direction from the Simulated Patient Educators and the Simulation Education and Equipment Coordinator (SPE/Simulation Team). This position is a key part of the administrative team for the Undergraduate Medical program for the College of Medicine. This position primarily supports the Simulated Patient (SP) program in Regina and further supports the coordinators and team that facilitates education sessions that require SP presence for student curriculum. The SP/SIM Team Admin will work in a fast-paced environment, independently and as part of a team, while maintaining confidentiality. This role interacts with a variety of stakeholders, including Administrative Coordinators, faculty (physicians and allied health partners), and students on a day-to-day basis. The role is driven by deadlines, ongoing changes, and shifting priorities, and operates with moderate supervision and guidance from the SP/Simulation Team supporting their work and functions. This role also manages all support and scheduling of the exam invigilation program for Regina, for the College of Medicine programs. The SP/SIM Team Admin will provide high level administrative support to the Regina Campus Undergrad Medical Education program. This position interacts with and responds to requests from Regina and UGME leaders and team members while also acting as a resource for faculty, simulated patients and department administrative assistants. This position completes general office duties and other duties assigned by the SPE/Simulation Team.

Typical Duties or Accountabilities: This position supports all clerical aspects of UGME for medical learners including, but not limited to:

• Clerical Support: Drafting, distributing, and collecting documentation and correspondence including emails to learners and faculty, supports orientation, and other academic sessions as requested by the SPE/Simulation Team, or by the support team of the UGME Associate Dean for learners.

• Simulated Patient Support:

  • Organizing appointments for simulated patient training, or recruitment, including organizing related room booking for classes, seminars, and meetings with necessary IT support as needed by the SP/Simulation Team.
  • Collects and tracks attendance, reviews payroll submissions from Shift Board system and highlights errors compared to ‘Master Schedule’ and actual on site events to the Simulated Patient (SP) Educators and management
  • Administrative assistance as required by the SP Educators or Simulation Education and Equipment Coordinator to manage information and data on their tracking system, shift board scheduling system or to prepare information or cases for training.
  • Work closely with SPE/Simulation Team to plan and support OSCE events where large numbers of SP’s are essential and training is extensive
  • Support SP training sessions as directed by the SP Educator
  • Ensures that the shared excel ‘Master Schedule’ is up to date on all module information with accuracy and attention to detail for Simulated patient information.

• Exam Invigilation: Supporting the administration of exams, including

  • Work with SP Educators to recruit exam invigilators to ensure availability for all exams Working with pre-clerkship and clerkship clerical administrators to maintain an accurate and visible exam schedule, including scheduling interviews, booking rooms and following up on any documentation required for hiring.
  • Schedule, with the SP Educators, exam invigilators for exams, planning for contingencies
  • Train invigilators and track training completion for team reference
  • Act as emergency invigilator if needed, or bathroom monitor if needed
  • Confirm scheduling and plans for appropriate admin to meet the invigilator and hand over exam packages.
  • Ensure exam processes are followed by the policies and guidelines, and where there are variances, follow policy to report the issue to Coordinators and SP Educators
  • Ensure communication and tracking of all incident forms and final exams are submitted per the related policies.
  • Maintain accurate records and data for exam invigilation

All work is to be completed in accordance with medical education and College policies and processes with adherence to accreditation standards.

Education: Completion of Grade 12 and a recognized post-secondary administrative assistant program is required. Education experience in a post-Secondary environment where curriculum or scheduling terminology training is an asset. Success in this role requires balancing the ability to work independently and as part of a team, recognizing both boundaries of the position, scope and opportunities for growth; following instructions, policies and procedures while exercising initiative; setting priorities and seeking assistance when needed. Applicants should demonstrate efficiency with Microsoft Office Software and would benefit from knowledge of University and College procedures.

Experience: Three to five years of related experience. Proficiency with databases, Microsoft Office Word, and Excel is required. Post Graduate student scheduling experience is an asset. Knowledge of University processes and experience with One45 (academic software), Canvas, Banner, and student enrollment services would be an asset. Experience in education administration is beneficial.

Skills:

• Proven ability to prioritize and function in a demanding setting with numerous, often competing deadlines; excellent verbal and written communication skills
• Professionalism in difficult situations where one may interact effectively with learners, faculty and other staff during stressful exam events and demonstrate tact, discretion, confidentiality and cultural sensitivity)
• Training adults on new processes and information is beneficial
• Meticulous attention to detail and experience in record keeping for payroll related information is valuable
• Highly effective interpersonal skills coupled with the ability to develop and maintain working relationships with coworkers.
• Ability to recognize and analyze problems, to propose effective solutions and to refer issues to other staff as appropriate.

Inquiries regarding this position can be directed to Catherine MacKay-Wilson

Department: College of Medicine
Status: Permanent

Employment Group: CUPE 1975

Shift: Mon - Fri 08:00-16:00

Full Time Equivalent (FTE): 1.0

Salary: The salary range, based on 1.0 FTE, is $24.74 - 31.37 per hour. The starting salary will be commensurate with education and experience.

Salary Family (if applicable): Operational Services

Salary Phase/Band: Phase 4

Posted Date: 5/13/2026

Closing Date: 6/16/2026 at 6:00 pm CST
Number of Openings: 1
Work Location: On Campus

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