Clinical Education Administrator

Competition 2409

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 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 Faculty of Rehabilitation Medicine

The University of Alberta is home to North America's only freestanding Faculty of Rehabilitation Medicine. We provide academic training in Rehabilitation Science, Physical Therapy, Occupational Therapy and Speech-Language Pathology. Our researchers lead their field in areas such as spinal cord injury, mental health, robotics, language development, and the impacts of COVID-19.

Position Summary

The Clinical Education Administrators within the Faculty of Rehabilitation Medicine provide the foundational administrative support necessary for the functioning of the clinical experiential fieldwork placements within the Faculty’s professional programs (MScOT, MScPT, and MScSLP), and some continuing professional education programs (Bridging). The Clinical Education Administrators work independently under the general direction of the Manager, Academic Services, and with a service orientation to the departments, programs and students the Academic Services unit serves.

Duties 

Clinical Placement Administration

• Maintain positive working relationships with clinical sites
• Initiate and follow up on Affiliation/Placement Agreements between the University and clinical sites provincially, nationally and internationally, in collaboration with the College of Health Sciences
• Distribute, collect and review clinical student evaluations and bring forward concerns to the ACCE
• Maintain student placement records, noting out-of-sync students, attendance, completion of fieldwork requirements, areas of concern, etc. accessed by ACCE
• Develop and maintain accurate records for reporting and accreditation
• Communicate with students regarding fieldwork procedures, HSPnet issues, clinical prerequisites, prerequisites for local/out of province placements etc.
• Liaise with the College of Health Sciences regarding clinical health and safety prerequisite tracking for students
• Liaise with health authorities in catchment area to determine their clinical prerequisites and assist students with completion of placement
• Maintain clinical contact list serve and distribute information as required
• Maintain clinical website and clinical education learning management systems (ex. Canvas)

Administrative Support to Clinical Education Team

• Provide administrative support to Academic Coordinators of Clinical Education (ACCEs)
• Provide administrative support to Clinical Education Coordinators in Calgary, Saskatchewan and Edmonton
• Schedule clinical education team meetings and record minutes (when required)
• Manage and update correspondence contact lists and templates
• Assist ACCEs with course preparation; assist with presentations, seminar documents, etc.
• Monitor fieldwork recruitment to track and report to the ACCE
• Advise on relevant University protocols so that they are followed for students at placement sites (WCB claims, etc.)
• Bring forward issues/concerns/areas for improvement to the attention of the ACCE

National Health Sciences Placement Network (HSPnet) Administration

• Create and manage student placement cohorts
• Generate placement requests for clinical sites
• Input placement requests on behalf of sites noting special requirements, odd start/end dates, etc.
• Liaise with Alberta Health Services (AHS) HSPnet Receiving Coordinators regarding status/input/general management of placement requests, health prerequisites, special circumstances, etc.
• Manage administrative tasks for incoming and outgoing out-of-province fieldwork students
• Maintain clinical site profiles for non-HSPnet users (on their behalf) and student placement statistics for the accreditation
• Manage correspondence for all placement confirmations, evaluations, etc.
• Request or create reports as needed within HSPnet for fieldwork team, Department Chairs, FRM
• Maintain automated student placement selector; assist students and ACCEs with placement selection process and outcomes
• Maintain correspondence related to appreciation for clinical student supervision

Qualifications

• Post-secondary education of a Bachelor’s degree with a minimum of 2 years of experience working in student service and/or clinical placement/practicum-related roles. Equivalent combinations of related education and experience may be considered
• Understanding of graduate programs and processes, familiarity with university services
• Demonstrated ability to develop and maintain positive, professional, collaborative working relationships with both internal and external clients and stakeholders at all organizational levels.
• Excellent verbal, written, and interpersonal communication skills with superior attention to detail and level of accuracy.
• Excellent time management skills with the proven ability to manage and prioritize multiple tasks and competing deadlines in a very demanding, fast-paced environment while maintain superior accuracy
• Ability to work independently and to build and maintain professional working relationships as a collaborative team member and positive representative of the unit and the Faculty of Rehabilitation Medicine.
• Ability to interact knowledgeably, comfortably, positively, and respectfully with diverse individuals with a broad range of credentials and backgrounds.
• Computer proficiency in Campus Solutions (PeopleSoft), HSPnet, and eClass; intermediate or higher skills with MS Office and Google apps; knowledge of website maintenance (Cascade) and electronic databases
• Strong working knowledge of University of Alberta policies, processes, faculties, and services, including: the Discrimination, Harassment, and Duty to Accommodate Policy; the Code of Student Behaviour; Helping Individuals at Risk; FOIP; and the Office of the Dean of Students.
• Ability to apply and adhere to strict confidentiality guidelines, FOIP, records management protocols, and all relevant UAPPOL and University regulations.
• Training/professional development required to keep up with changing demands of job: keeping current with University, FGSR, Faculty of Rehabilitation Medicine policies; staying current with PeopleSoft and other software, ongoing development of interpersonal and communication skills.