Medical Education Program Coordinator

Job Responsibility: Department Faculty of Medicine & Dentistry - Pediatrics Dept Salary range $51,821.52 to $70,382.74 Hours per week 35 Grade 8 Posted date May 9, 2024 Closing date May 16, 2024 Position Type Full Time - Trust Funded

Description

This competition is open to all applicants however internal candidates and applicants who were former employees of the University of Alberta in the past 18 months 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 which can be viewed at: Faculty & Staff Benefits

Location - This role is in-person 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 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 more than 14,000 faculty and staff, over 40,000 students and 260,000 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 Pediatrics

The Department of Pediatrics at the University of Alberta is one of Canada's leading academic health centres for pediatric specialty and subspecialty education and research. We also work in conjunction with the Stollery Children's Hospital to provide leading edge clinical care. Members of the department are dedicated to improving child health.

Position

The Medical Education Program Coordinator (MEPC) collaborates closely with the Program Director and (if applicable) reports to the Education Program Team Lead, providing day-to-day administrative support to the Residency Program. The MEPC works both independently as well as (may) work within a team environment to administer the many detailed and complex tasks and projects required of this position. This position requires a high level of interpersonal skills, decision making, and critical thinking. Of equal importance, is the ability to take initiative and multi-task in a highly demanding and fast-paced environment. The MEPC is a customer/client-oriented individual with the ability to communicate effectively, both verbally and in writing with physicians, other support staff and trainees. The MEPC must have a detailed working knowledge of the requirements of their education program.

Duties

Administration

• Primary administrative contact and resource for the program, addressing trainee and faculty inquiries and concerns, as well as forwarding information and responding to inquiries from the governing bodies, various agencies, cultural attaches, other universities and medical colleges both nationally and internationally
• Maintains confidential and complete resident files via electronic-based and/or paper-based system
• Manages Program Director and (if applicable) Assistant Program Director's calendar for academic activities
• Responsible for creating and/or maintaining the program's repository for information for trainees(i.e. Google site or manual)
• Facilitates requests and completes all program elective paperwork (incoming and outgoing) for the PGME Office, Colleges of Physicians and Surgeons and other governing bodies
• Verifies and tracks letters of engagement
• Drafts and prepares correspondence and reports
• Organizes program awards; nominations, notifications, purchases and payments
• Orients new rotations of trainees and responds to any requests, concerns or questions
• Distributes ongoing notification of new arrivals and rotations of trainees to all relevant areas
• Assists in creating and maintains policy documents as they relate to residency training
• Arranges annual trainee orientation, welcome receptions, year-end trainee celebrations, and resident awards
• Coordinates distribution and return of education materials, as well as dissemination of notices for rounds and seminars, awards, research and conference events
• Prepares financial assistance requests to the PGME Associate Dean on behalf of the program
• Monitors program finances and advises on the creation of program budgets
• Orders program related goods and services from preferred suppliers via the University of Alberta's electronic web application

Scheduling

• Drafts and revises trainee master (yearly) rotation schedule
• Organizes and coordinates block schedules for off-service trainees
• Reviews and brings forward vacation, conference and other absences requests for residents (off-service trainees, if applicable) to the PD; enters leave information into one45
• Sets up and distributes resident on-call timesheets
• Coordinates clinic schedules for trainees
• Coordinates logistics around Academic Half Day activities; may include room bookings, arranging for didactic lectures, simulations, exams, procedural skills, etc.
• Ensures session evaluations are distributed, collated and reviewed

Examinations and Assessments

• Administers trainee evaluation process via one45, CBME.med and DASH.med and other sources
• Organizes 6-month and 12-month review sessions for PDs and residents
• Schedules, coordinates and proctors resident examinations including Multiple Choice Questionnaires (MCQ), oral exams and academic half-day quizzes.
• Recruits examiners & standardized patients for Resident Objective Student Clinical Examinations (OSCEs)
• Compiles grades

Competency Based Medical Education

• Coordinates and attends Competency Committee Meetings
• Attends PGME organized implementation and pre-launch CBD meetings
• Tracks, updates and generates reports on trainee progress
• Collaborates closely with Academic Advisors, CC Chairs, CBD Coordinators and other faculty

Resident Recruitment

• Acts as a primary contact and resources for the Canadian Residency Matching Service (CaRMS)
• Responsible for annual updates to the program description on the CaRMS website; as well as addition and deletion of faculty reviewers and other administrative tasks as required within the CaRMS website
• Coordinates logistics of interview days and other recruitment activities
• Corresponds with, and schedules applicants from across the country (and internationally) for residency/fellowship interviews

Meetings

• Coordinates program related meetings as required
• Coordinates Residency Program Committee meetings, including room bookings, catering, agenda, takes minutes

Accreditation

• Inputs and maintains program information in the Canadian Accreditation Management System (CanAMS).
• Coordinates all meeting logistics for the Accreditation Survey (University of Alberta and Royal College of Physicians and Surgeons of Canada/College of Family Physicians of Canada), and internal reviews.

Other Administrative Responsibilities

• Develops and maintains Medical Education Program Coordinator Desk Manual
• Participates in MEPC/PA Professional Development conferences/seminars/workshops
• Attends meetings with the Postgraduate Office and Faculty MEPCs/PAs

Minimum Qualifications

• Post-secondary degree in a relevant discipline preferred; minimum High School Diploma; supplemented with post-secondary
• 3-5 years related experience
• Computer skills including databases, word processing, excel, google platform
• One year of on-the-job training is required to learn the basic essential skills
• Previous experience in medical education, undergraduate and/or postgraduate learners preferred

Application Instructions:

Please submit your resume and cover letter in one PDF document. In your cover letter, please answer the question: "Are you someone with a positive energy, a people person and thrive in a community setting? In the Department of Pediatrics, we value positivity and community. In your cover letter, explain how you would bring these values to your everyday work."

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

The University of Alberta is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage women; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression; and all those who may contribute to the further diversification of ideas and the University to apply.

Note: This opportunity will be available until midnight May 16, 2024, Edmonton, Alberta local time.