Medical Education Program Coordinator

Competition 2401

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

This position offers a comprehensive benefits package.

Location - This role is hybrid with a mix of remote and in-person work at North Campus Edmonton.

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 Medicine

The Department of Medicine is the largest department in the Faculty of Medicine & Dentistry at the University of Alberta with over 250 academic faculty members and over 400 trainees (graduate students, postdoctoral fellows and residents). The Department of Medicine's core mission is to undertake outstanding education, research and high-quality clinical care to provide the best possible health outcomes for Albertans. We have 14 divisions that work collaboratively in a multi-disciplinary, multicultural and ethnically diverse collegial environment.

Position Summary

In collaboration and consultation with the Education Director(s), education program committee(s) and Team Lead Medical Education, the Medical Education Program Coordinator (MEPC) develops, coordinates, maintains and supports medical education administration within the program(s) they coordinate. This role will assist with the administration of educational program technology platforms (Google sites, Google sheets, ZOOM, web Eval and CALLY) and provide support coverage for the Medical Education Business unit (OSCEs/interviews training, orientation and mentoring of new MEPCs).

The successful candidate will also be required to provide support for special projects, internal and external accreditation, events, workshops and resident recruitment. Under the administrative supervision of the Team Lead Medical Education, this position requires a high level collaborative, team orientated, diplomatic and proactive individual capable of working with a great deal of autonomy but also within the Medical Education Business Unit team environments through sharing of knowledge and skills, contributing ideas and recommendations.

The individual must have a detailed working knowledge of the requirements of their education program(s) and possess excellent interpersonal, problem solving skills and multi tasking skills with flexibility and adaptability when taking directions from multiple sources. This position requires an affable, highly proficient individual who is adept at coordinating multiple schedules and the various detailed complex tasks and projects required of this position. 

Duties 

• Acts as the primary administrative contact and resource for program(s), addressing trainee and faculty inquiries and concerns
• Coordinates and arranges meetings for Education Directors as relates to trainees and ensures all appropriate paperwork is submitted to offices within Faculty of Medicine
• Administers trainee evaluation process
• Drafts and prepares correspondence and letters; administers incoming e-mail as relates to education programs
• Coordinates distribution and return of educational resource materials and dissemination of notices for AHD and seminars, awards, research and conference events
• Creates content for and maintains accurate information on the education programs, ensuring user-friendly, up-to-date information is available to trainees and faculty
• Coordinates all administrative aspects of awards process including nominations, notification to award winners, coordinating purchase of awards and/or processing of pay action forms
• Attends and collaboratively participates in Faculty of Medicine and Department of Medicine Program Coordinator community meetings
• Participates in orientation and training of new MEPCs
• Ensures MEPC live manuals and task tracker for the program on Google site is current and up-to-date
• Maintains web-based evaluations by distributing evaluations, monitoring receipt and follow-up; administers evaluations for trainees rotating through supported programs through a web-based system (Web Eval and/or CALLY)

Minimum Qualifications

• Minimum post-secondary coursework; post-secondary degree in a relevant discipline preferred;
• 3-5 years of administrative experience in an academic environment;
• Advanced skills in MS Google Suite

Preferred Qualifications 

• Excellent command of English grammar and proof-reading skills
• Good judgment and discretion in dealing with confidential matters
• Strong multi-tasking skills; ability to be flexible and adaptable in a complex environment; strong problem-solving skills
• Ability to work independently and in a team environment
• familiarity with Web Eval and CALLY programs