Administrator, Curriculum (Electives) - Grande Prairie

Competition 2724

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 the Northwestern Polytechnic Health Education Centre in Grande Prairie.

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 First Peoples 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 Northern Alberta Medical Program

The Northern Alberta Medical Program (NAMP) offers medical students the unique opportunity to complete their education in Grande Prairie and communities across northern Alberta.

Students will gain hands-on experience in northern communities while earning their MD from the University of Alberta. NAMP is hosted by Northwestern Polytechnic (NWP) in Grande Prairie, AB. 

Funded by the Government of Alberta, NAMP is part of a broad provincial strategy to improve healthcare in the North and address physician shortages in underserved areas.

Research shows that students who train in rural and regional settings are more likely to practice there after graduation. By educating future physicians in northern Alberta, NAMP aims to improve access to healthcare across the region.

Position Summary

Under the direction and supervision of the Curriculum Team Lead (Clerkship), the Curriculum Administrator is a member of the Faculty of Medicine & Dentistry’s Northern Alberta Medical Program’s administrative team. This position works closely with the Curriculum Administration Team at the Undergraduate Medical Education (UME) program office at the U of A, the NAMP Faculty Curriculum Directors and Leads, Assistant Dean, and other NAMP and NWP Faculty and Staff. 

The primary responsibility of this position is the comprehensive administration and support of the electives portfolio and other key curricular components. This includes maintaining information in the electives catalogue and learning management system (Cally), managing preceptor records, assisting with scheduling, and monitoring completion. The role also ensures that evaluation forms are submitted for electives, Longitudinal Clinical Experiences (LCE), Physician Discussion Groups (PDG), and MeDMAP Mentors, and verifies that students meet graduation requirements related to LCE, PDG, and electives. The position directly supports NAMP students in years 1-4 for all elective requirements, including coordination of experiences outside the Grande Prairie Regional Hospital.

This position is based in Grande Prairie at the Northwestern Polytechnic Health Education Centre, located in the Grande Prairie Regional Hospital.

Duties 

• Support the delivery of electives for NAMP students by assisting the Electives Coordinator, local preceptors, and department administrators.
• Maintain organized records of student elective choices, schedules, and completion of required hours.
• Assist with student communication related to electives and curricular requirements, including preparing information sessions, sharing scheduling updates, updating preceptor details, uploading vodcasts, and collecting evaluations.
• Monitor the assigned electives e-mail inbox and respond to inquiries.
• Update the online electives catalogue, and review existing electives for accuracy.
• Collaborate with staff to develop new electives and follow the approval process.
• Provide administrative support for curricular and mentorship learning activities (LCE, PDG, MeDMAP Mentors, Student-Resident Matching), including scheduling, communication, recruitment, and gathering evaluations.
• Assist with matching students to preceptors and mentors within your portfolio, and track their participation through to completion.
• Collaborate with Edmonton staff to support NAMP students pursuing summer or visiting electives, including student status verifications and confirming insurance.
• Provide general program administration support, such as assisting with assessments and exam proctoring, mask fit-testing, classroom technology, and back-up coverage.
• Perform other duties as required in support of the administration and delivery of the four-year MD program at the Grande Prairie NAMP site.

Minimum Qualifications

• Post-secondary degree in Education or Business Administration required; a combination of education and/or experience will be considered.
• Professional written and oral communication skills, with strong interpersonal and relationship-building abilities.
• Exceptional organizational and time management skills, with the ability to multitask, set priorities, and complete tasks independently.
• Strong ability to manage schedules and data, with experience working within forms, spreadsheets, and databases.
• Strong attention to detail and the ability to meet deadlines, especially during peak times.
• Proficient in Microsoft Word, Excel, PowerPoint, Gmail, Google Calendar, Google Sites, and Google Apps. 
• Able to work independently and collaboratively in a team environment.
• Demonstrated ability to adapt and problem-solve in a complex or ambiguous environment.
• Strong commitment to client and student service, with a professional and positive attitude.
• Experience with event planning, particularly in coordinating multiple tasks under tight timelines.

Preferred Qualifications

• 3+ years of administrative or office experience in a health or education environment is desirable.
• Familiarity with platforms such as Cally, assess.med, and exam.med, with the ability to learn new software quickly, is an asset.
• Medical terminology and a basic understanding of health professions education are considered assets.