Medical Education and Scheduling Coordinator

Dalhousie University, Canada

Updated: 2 days ago

Location: Halifax Mid Harbour Nova Scotia Provincial Government, NOVA SCOTIA

Deadline: 16 May 2024

Position Details
Position Information

Position Title	Medical Education and Scheduling Coordinator
Department/Unit	Family Medicine
Location	Liverpool, Nova Scotia, Canada
Posting Number	S135-24
Employee Group	NSGEU Local 77
Position Type	Regular, On-Going
Duration of Contract (if applicable)
Employment Type	Full Time
Full-time Equivalency (FTE)	1.0 FTE
Salary	$26.71 - $33.81 per hour ($45,133 - $57,139 per annum, 32.5 hours per week)
Classification	C6
Provisional Statement	This is a provisional classification. Formal regular review classification procedures may be initiated at any time by the incumbent or supervisor after the incumbent has worked a minimum of six months in the role.
About Dalhousie University	Dalhousie University is Atlantic Canada’s leading research-intensive university and a driver of the region’s intellectual, social and economic development. Located in the heart of Halifax, Nova Scotia, with an Agricultural Campus in Truro/Bible Hill, Dalhousie is a truly national and international university, with more than half of our almost 21,000 students coming from outside of the province. Our 6,000 faculty and staff foster a vibrant, purpose-driven community, that celebrated 200 years of academic excellence in 2018.
Job Summary	The Department of Family Medicine is one of the largest and most complex clinical science departments within the Faculty of Medicine and is dedicated to excellence in patient care, teaching, research, and administration within the discipline of Family Medicine in a distributed learning environment (across three provinces). Reporting to the Halifax Site Postgraduate Administrator, with on-site direction provided by the Assistant Site Director – South Shore, the Medical Education and Scheduling Coordinator will work from the Queens General Hospital in Liverpool with connection and occasional work from the Fishermen’s Memorial Hospital in Lunenburg as well as the South Shore Regional Hospital in Bridgewater, Nova Scotia, and will act as the first point of contact, primary resource and scheduler for the department’s South Shore Residency Program.
Key Responsibilities	Receive and respond to resident and student inquiries, problems and requests by email, phone and in-person including queries around scheduling and resident time off request process. With support from the Residency Scheduler and Halifax Site Postgraduate Administrator, design and facilitate all aspects of the resident clinical learning experience scheduling, including communication and distribution for learners at the South Shore site. Perform general administrative duties for the Halifax Site residency program including filing, formatting and distributing a range of documents (e.g. correspondence, reports, memoranda, handouts, presentations, minutes), maintaining electronic and hardcopy records and files, and scheduling meetings. Participate in the planning and organization of various program and site special events such as but not limited to orientation, graduation, as well as other events. Assist with follow up on evaluation or survey results and recommend improvements/changes. Process and enter all resident time off requests for the full Halifax Site program. Approve standard requests as applicable per established guidelines and forward non-standard requests for approval. Ensure all requests fall within learning requirements and appropriate staff are aware of absences. Ensure all medical education IT equipment used by the South Shore FM program for curriculum and other virtual meetings/events is operating/functioning well. Serve as the site’s Family Medicine program expert on the operation of required equipment and software.
Note	Work hour flexibility will be required. Hours of work will be determined based on operational needs, however, these may vary within the normal working hours of 7:00 am – 6:00 pm depending on workload and meeting requirements. In addition, scheduled events periodically will require working outside of regular working hours with advance notice. Frequent in-person attendance at meetings in Halifax will be required as well as periodic in-person attendance at other locations within the Maritime provinces. Scheduling and compensation will be in accordance with the collective agreement. The successful applicant will be eligible for hybrid work (combination of in-person work in office and remote work) as agreed by all parties based on operational requirements and university guidelines.
Required Qualifications	Business/Office Administration diploma plus approximately three to five years’ relevant work experience (or equivalent combination of training and experience). Strong interpersonal and communication (verbal and written) skills. Excellent organizational skills and attention to detail including the demonstrated ability to work independently, multi-task and use initiative in both a self-directed and team environment. Strong computer skills, including webinar and online conferencing systems (e.g. Zoom, MS Teams), database management software, MS Office suite (Excel, Word, Access, PowerPoint, Outlook), and Adobe Acrobat with the demonstrated ability to learn new software programs. Access to reliable transportation.
Assets	Advanced experience in MS Excel. Previous experience with or knowledge of Brightspace, DalMedix, One45, hospital IT systems, and/or experience dealing with remote technologies and IT matters. Experience in a medical environment and/or knowledge of Dalhousie Medical School.
Job Competencies	The successful candidate is expected to demonstrate proficiency in Dalhousie’s core competencies (https://www.dal.ca/dept/leaders.html), in particular: - Self-Awareness & Professionalism - Respect & Inclusion - Adaptability - Knowledge & Thinking Skills - Communication
Additional Information	Dalhousie University supports a healthy and balanced lifestyle. Our total compensation package includes a defined benefit pension plan, health and dental plans, a health spending account, an employee and family assistance program and a tuition assistance program.
Application Consideration	Bargaining unit employees (NSGEU local 77) are given priority consideration and will be notified on the status of their application following assessment. All other applications will be considered when there is no qualified candidate from the bargaining unit. We sincerely appreciate all applications and note that only candidates selected for an interview will be contacted directly by the hiring department or Human Resources.
Diversity Statement	Dalhousie University commits to achieving inclusive excellence through continually championing equity, diversity, inclusion, and accessibility. The university encourages applications from Indigenous persons (especially Mi’kmaq), persons of Black/African descent (especially African Nova Scotians), and members of other racialized groups, persons with disabilities, women, persons identifying as members of 2SLGBTQIA+ communities, and all candidates who would contribute to the diversity of our community. For more information, please visit *www.dal.ca/hiringfordiversity* .

Posting Detail Information

Number of Vacancies	One (1)
Open Date	05/02/2024
Close Date	05/16/2024
Open Until Filled	No
Special Instructions to Applicant
Quick Link for Direct Access to Posting	https://dal.peopleadmin.ca/postings/16450

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