Academic Program Administrator - MacEwan University Health Centre

Competition 2253

This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status.

This position is a part of the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.

Location - This role is in-person at Macewan University Health Centre.

Working at 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 FirstPeoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

Working for the Department of Family Medicine

The University of Alberta Department of Family Medicine is a top school for Family Medicine in Canada. As a department, we are responsible for educational innovations and research that have been adopted across Canada and internationally. We are innovative and creative thinkers, producing high-quality work. We are a learning organization, constantly seeking to improve how we do what we do for our learners, patients, and communities.

Position Summary

The Academic Program Administrator is responsible for coordinating, maintaining, and supporting both the postgraduate (2-year residency program) and undergraduate medical education programs at

MacEwan University Health Centre (MUHC) and the Allin Clinic. This position requires both independent initiative and collaborative teamwork to manage complex programs and projects. With minimal supervision, the administrator must excel in organization, decision making, and communication across interpersonal, electronic, and telephone channels. Additionally, the role requires proactivity, creativity, and the ability to thrive in a fast-paced, deadline-driven environment. The position reports to the Team Lead – Residency Program, the Centre Director, MUHC, and the Academic Director, MUHC for daily operational and program-related matters.

Duties 

Course/Rotation Administration

• Maintain confidential and complete resident files including evaluations, reports, references and correspondence.
• Coordinate rotation evaluations via web-based and paper-based systems.
• Miscellaneous projects (i.e., arranging photo sessions for residents, faculty/resident social activities, and redesigning and producing forms for program activities).
• Provide administrative support to centre directors, faculty physicians/clinic preceptors and approximately 45 family medicine residents including scheduling all site-specific academics, and ensuring physicians complete tasks and assessments in a timely manner.

Scheduling Process

• Coordinate the rotation scheduling of PGY2 family medicine residents in collaboration with other program administrators.
• Assist the undergraduate administrators with scheduling the PGY2 residents into their Resident as Teacher sessions.
• Assist the undergraduate administrators with scheduling medical students for urban family medicine electives, longitudinal clinical experiences and clerkship rotations.
• Identify rotation conflicts and propose and implement solutions.
• Schedule rotations and coordinate clinic schedules.

Evaluation Process

• Compile data and prepare 4-month reports required by the Postgraduate Medical Education office.
• Organize and maintain evaluations of family medicine residents on off-service rotations by distributing evaluations and follow-up through web-based and paper systems.
• Organize and distribute evaluations for students and residents rotating through family medicine utilizing web-based and paper systems.

Otherwise assist in:

• Committee meetings
• Orientation for residents
• Education and Teaching activities
• Accreditation

Minimum Qualifications

• 1-3 years of experience in a medical and academic environment
• Post-secondary degree in a relevant discipline. Equivalent combinations of education and experience will be considered.
• High level of proficiency with Microsoft and Google applications.
• Demonstrated ability to communicate (verbal and written) with accuracy
• Excellent interpersonal skills

Preferred Qualifications

• 3-5 years of experience in a medical and academic environment with significant exposure to post-secondary education administration procedures
• Experience supporting meetings, including taking minutes and preparing meeting packages.
• Knowledge of University policies and procedures
• Good working knowledge of common electronic medical record software packages.