Sr. Education Program Associate

Job Responsibility: Regular/Temporary Regular Job Title Sr. Education Program Associate Job ID 69817 Location HSC- Central Campus Open Date 06/05/2025 Job Type Limited Term (>12 months) Close Date 06/12/2025 Employee Group Unifor Unit 1, Staff Favorite Job Department Pediatrics Salary Grade/Band Grade 6 Salary Range $22.94 - $36.83 (hourly) Contract Duration 13 Months Hours per Week 35 Posting Details Schedule Monday to Friday - 8:30 am - 4:30 pm Education Level College Diploma Career Level Experienced (non manager)

Should the successful applicant be a Unifor Unit 1 bargaining unit member, who meets the eligibility conditions of Article 19.02 of the Unifor Unit 1 Collective Agreement, then the Limited Term Assignment will be defined as a Career Growth Opportunity in accordance with Article 19 of the Unifor Local 5555 Unit 1 Collective Agreement.

JD #:

JD00991

Pay Grade:

6

Title:

Sr. Education Program Associate

Unit/Project Description:

About Us

The Department of Pediatrics at McMaster University and McMaster Children's Hospital is home to over 200 pediatricians, scientists, teachers, and learners whose collective mission is to improve the wellbeing of children and their families - both locally, and around the world. We are proud to represent faculty who hold Canada Research Chairs, are members of the Order of Canada, and are national award-winning teachers. Our members leverage their voices as child health leaders to support our communities and advocate for change so that all children, regardless of health status, can experience a fulfilling life. Our administrators are valued team members and are critical to the success and impact of our work.

How We Work:

We invite you to find out more about us here:

The Department of Pediatrics is seeking a Senior, Education Program Associate to provide administrative program support in all aspects of the Pediatric Residency and Fellowship programs. Reporting to the Department of Pediatrics Education Manager and working closely with the Program Director(s), the successful candidate will join the existing departmental education team in ensuring the duties and responsibilities, development, planning, and maintenance of the efficient operation of the programs are met. The work assignments of the Senior, Education Program Associate are complex in nature, requiring considerable initiative, resourcefulness, judgment, and accuracy. The personal and professional skill sets of this position require an individual who excels in a fast-paced, results-oriented, and dynamic environment.

Job Summary:

Responsible for providing administrative support for an academic program or department, the Senior Education Program Associate plans and coordinates a variety of academic program or department events, projects and activities and is also accountable for monitoring the applicable project and event budgets and forecasting financial gains and shortfalls. Performs the duties of the position in accordance with established policies, procedures, and calendar of events, and is responsible for coordinating resident rotation schedules and a variety of educational events and other learning and research initiatives. Creates positive partnerships with preceptors, teaching units, clinics, sites, campuses, practices, and other support staff.

• Collect, analyze, assess, and summarize information relevant to the decision making process and developing recommendations for final approval and implementation.

• Oversee the Canadian Residency Matching System (CaRMS) with the objective to match all available learner spots to ensure the viability of the program.

• Assist in implementing program software changes, electronic modules and program surveys. Complete regular reports on projects and events status to all stakeholders, leadership and support staff and ensure the project scope and project parameters are clear.

• Maintain, evaluate and continuously update projects and events including, but not limited to, electronic modules, curriculum updates, CaRMS and databases.

• Oversee and coordinate education events, tutorials, academic half days and other learning and research initiatives.

• Create, design and develop banners, presentations and other promotional materials for use at various events.

• Create financial projections for projects and events and adjust throughout the duration of the project and event.

• Monitor budgets and reconcile accounts, complete financial transactions including travel expense reports, advances, electronic cheque requisitions, purchase orders and journal entries.

• Ensure appropriate venues and catering are secured provided and book transportation and audio-visual equipment as required.

• Delegate tasks appropriately to staff to assist with planning and coordinating events and activities.

• Make recommendations about future activities and events based on needs and results surveys

• Facilitate various meetings and chair committees were applicable.

• Develop, plan, and coordinate rotation schedules for qualified residents at multiple sites.

• Facilitate the evaluation process for preceptors and students. Compile evaluation results and bring negative evaluations forward for review.

• Write a variety of documents including, but not limited to, correspondence and minutes.

• Respond to inquiries that are specific in nature and require a thorough knowledge of established policies and procedures.

• Maintain confidentiality of information.

• Set up and maintains filing systems, both electronic and hard copy.

• Update and maintain information in databases.

• Set up, use, and troubleshoot teleconferencing and videoconferencing equipment.

Requirements:

• 2 year Community College diploma in Business Administration, or related field.

• Requires 3 years of relevant experience.

Assets:

Robust self-care skills along with an ability to cope emotionally with encountering the themes of acute and chronically ill infants, children and youth

Additional Information:

This position requires :

• Previous experience with academic/educational programming will be considered an asset to manage responsibilities of special projects and ongoing initiatives such as accreditation, new learner orientation, academic teaching sessions, the CaRMS process selection process, and international interviews are an expectation of this position.
• Familiarity or knowledge of policies, procedures and processes associated with postgraduate medical education (PGME) training programs within McMaster University
• Knowledge of CaRMS process the Royal College and accreditation PARO, AHD, OSCE competency based medical education and recruitment of international trainees
• Presentation/Facilitation skills and participation in both virtual and in-person events. Virtual meeting coordination (Zoom and MS Teams)
• Knowledge of general accounting procedures
• Experience with web-based forms and surveys an asset
• Experience with Call/Learners Schedules
• Minute- taking skills
• Self-starting individual with strong communication skills as the incumbent will be interacting with large and diverse groups including faculty, residents, fellows, staff and students as well as external agencies (eg. Royal College of physicians and Surgeons of Canada).
• Exceptional attention to detail, organizational, time management, and planning skills, and someone who excels at handling a diverse workload in a busy environment and is able to meet multiple and simultaneous deadlines, performing equally well independently and as part of a team.
• Take initiative, identify opportunities for innovation and collaboration and excel in a team environment.
• Problem-solving abilities and the ability to manage competing deadlines effectively and efficiently are required.
• Computer software programs - Skilled with using Microsoft Office Suite, including Office 365 and Outlook, WORD and Excel, Powerpoint, Medportal, MEDSIS; is expected.
• The ability to maintain strict confidentiality is essential
• This is a high-volume, fast-paced environment and will require overtime at before or after-hours meetings and events

How To Apply

To apply for this job, please submit your application online.

Employment Equity Statement

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.

The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.

As part of McMaster's commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.

Job applicants requiring accommodation to participate in the hiring process should contact:

• Human Resources Service Centre at Voir le numéro de téléphone sur ca.edajobs.com-HR (22247), or
• Faculty of Health Sciences HR Office at ext. 22207, or
• School of Graduate Studies at ext. 23679

to communicate accommodation needs.

Vaccination Mandate - FHS

This position is located in a host hospital or other healthcare site that has an active vaccination mandate in place. Successful applicants will need to comply with these and any other health and safety measures necessary as part of their appointment.

Hybrid Work Language

To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.

Interview Experience

At McMaster University, we believe in a comprehensive and inclusive interview process. Our interview methods encompass a variety of approaches that allow our hiring teams to provide a flexible and accessible experience for engaging with our candidates. Throughout your recruitment process at McMaster, you may be requested to participate in a variety of formats, that may include in-person, virtual or recorded interviews. If you have any questions as you move through the hiring process, please reach out to Voir email sur ca.edajobs.com or the HR contact associated with your position of interest.