Research Administrative Coordinator, Canadian Centre for Rural and Agricultural Health

About the Rural and Remote Memory Clinic: The Rural and Remote Memory Clinic (RRMC) is located within the Canadian Centre for Rural and Agricultural Health (CCRAH) which is a USASK Research Centre. The RRMC is an interdisciplinary memory clinic that provides comprehensive assessment, diagnosis, and management recommendations for individuals with suspected dementia and other cognitive disorders.

Patients travelling from rural and remote communities throughout Saskatchewan participate in interdisciplinary assessments delivered in person or virtually by health specialists including neurology, psychology, nursing, physiotherapy, and other healthcare professionals. Follow-up is supported through in-person visits, virtual services, and telehealth services to improve access to specialized dementia care across the province.

Primary Purpose: The Research Administrative Coordinator provides comprehensive administrative coordination for the Rural and Remote Memory Clinic (RRMC), supporting the efficiency of RRMC research and clinical programming.

This position includes working as part of an interdisciplinary team. The incumbent coordinates patient referrals, scheduling, clinic operations, medical records, telehealth services, and communication between patients, families, healthcare providers, and community partners. The position plays an integral role in supporting patient flow, maintaining accurate medical documentation, and ensuring the effective day-to-day operation of the clinic and the administrative aspects related to clinic.

Nature of Work: The Research Administrative Coordinator is responsible for coordinating the administrative activities that support the research, clinic operations, patient flow, scheduling, and communication among the interdisciplinary team.

Reporting to the Director, the incumbent exercises sound judgment, discretion, and initiative while managing multiple priorities in a fast-paced environment. The position requires exceptional organizational skills, strong attention to detail, and the ability to work both independently and collaboratively.

Standard hours are 8:30-4:30, Monday through Thursday. No travel, shift work, or weekend work is required.

Typical Duties or Accountabilities:

Research Administration - The activities of the RRMC are part of a long-standing Rural Dementia Action Research (RaDAR) program. The RRMC addresses rural dementia care that includes the attention of health care providers, researchers, and policy makers.

Clinicians and researchers at the University of Saskatchewan are facing the challenge to improve the delivery of rural dementia care across the continuum: from early detection and diagnosis to end-of-life care through interdisciplinary team-based memory clinic alongside evaluation and action research.

Patient Referral and Intake Coordination

• Process and track referrals from physicians and healthcare providers.
• Review referrals for completeness and obtain outstanding clinical information when required.
• Register patients within the Accuro Electronic Medical Record (EMR).
• Create and maintain electronic and paper patient records.
• Scan, upload, and organize referral documentation and supporting clinical records.
• Monitor referral queues and patient waitlists to support timely scheduling and efficient patient flow.
• Return incomplete or discontinued referrals in accordance with clinic procedures.

Appointment and Clinic Coordination

• Coordinate new patient assessments, annual reviews, follow-up appointments, telehealth visits, and telephone consultations.
• Coordinate complex schedules involving neurologists, psychologists, psychometrists, physiotherapists, nurses, and other interdisciplinary team members.
• Prepare and distribute appointment confirmations, patient correspondence, requisitions, and clinic information packages.
• Confirm appointments and coordinate cancellations, rescheduling requests, and waitlist opportunities.
• Communicate appointment information with patients, caregivers, transportation services, community healthcare providers, and specialist administrative offices.
• Book clinic rooms and maintain shared Outlook calendars.

Medical Records and Clinical Documentation

• Maintain accurate and confidential patient records within the Accuro EMR.
• Organize electronic and paper medical records throughout the patient care process.
• Generate, distribute, and track laboratory, diagnostic imaging, ECG, and other clinical requisitions.
• Upload laboratory results, diagnostic reports, and consultation documentation.
• Monitor receipt of neuropsychological reports and facilitate distribution to clinic physicians and appropriate healthcare providers.
• Track outstanding investigations, annual reviews, and follow-up requirements.
• Support administrative reporting, clinic databases, and activity tracking.

Telehealth and Virtual Care Coordination

• Coordinate telehealth and virtual care appointments throughout Saskatchewan.
• Liaise with Telehealth Saskatchewan, SHA Virtual Care, regional healthcare facilities, and community clinics regarding appointment logistics.
• Prepare and distribute telehealth instructions and virtual appointment materials.
• Support virtual clinic operations and online patient appointments.

Clinic Operations and Administrative Support

• Prepare clinic schedules, patient files, and assessment materials prior to clinic days.
• Welcome patients and families attending clinic appointments and provide administrative support throughout their visit.
• Coordinate communication between clinicians, patients, caregivers, and administrative staff.
• Liaise with Radiology, Royal University Hospital Admitting, Test Centres, SGI, Telehealth Saskatchewan, and referring healthcare providers.
• Monitor Exceptional Drug Status renewal dates and coordinate required follow-up appointments.
• Maintain filing systems, office supplies, clinic databases, and administrative records.
• Identify scheduling conflicts, workflow issues, and operational priorities, recommending solutions in collaboration with clinic leadership.
• Contribute to continuous improvement initiatives supporting clinic efficiency, service delivery, and ongoing program expansion.

Education: Completion of a diploma in Medical Office Administration, Medical Office Assistant, Administrative Assistant, Office Education, Health Information Management, or a related discipline. An equivalent combination of education and relevant experience may be considered.

Experience: Minimum one year of progressively responsible administrative experience in a busy, service-oriented environment. Experience working within a healthcare, medical office, or clinical setting. Experience coordinating complex schedules involving multiple stakeholders. Experience working with electronic medical record systems is preferred.

Skills:

• Excellent organizational, planning, and time-management skills.
• Demonstrated ability to coordinate multiple priorities while maintaining accuracy and attention to detail.
• Strong interpersonal and communication skills with a patient-centred approach.
• Ability to exercise sound judgment, discretion, and confidentiality.
• Ability to work independently and collaboratively within an interdisciplinary healthcare team.
• Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, Teams, and related technologies.
• Experience with Accuro EMR, SHA Virtual Care, Zoom, and Telehealth systems is considered an asset.
• Knowledge of medical terminology and Saskatchewan healthcare systems is considered an asset.

Inquiries regarding this position can be directed to Dr. Shelley Kirychuk. [email protected]

Department: Canadian Centre for Rural and Agricultural Health
Supervisor Job Title: Director, CCRAH
Status: Term 6 months
Employment Group: Research Positions - Non-union
Shift: Monday-Thursday, 8:30-4:30pm
Full Time Equivalent (FTE): 0.8
Salary: The salary range, based on 1.0 FTE, is $42,824.60 - 59,950.80 per annum. The starting salary will be commensurate with education and experience.
Salary Phase/Band: Salary Band 5
Posted Date: 8/4/2026
Closing Date: 8/14/2026
Number of Openings: 1
Work Location: On Campus

The University of Saskatchewan aspires to be what the world needs and embraces equity, diversity and inclusion as foundational to excellence and innovation. We actively seek to create a welcoming environment where all individuals feel empowered to thrive, contribute, and grow. Applications from equity-deserving groups are encouraged as part of our ongoing efforts to reflect the diversity of the communities we serve: EDI Framework for Action.
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