Medical Education Program Coordinator

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 - North Campus, Edmonton. The role is hybrid with a mix of remote and in-person.

Working for 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 teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Position summary

In collaboration and consultation with the Education Director(s), education program committee(s) and/or Team Lead Medical Education, the Medical Education Program Coordinator (MEPC) develops, coordinates, maintains and supports medical education administration within the program(s) they coordinate. This role will assist with the administration of educational program technology platforms (Google sites, Moodle, webEval and MEDSIS) and provide support coverage for the Medical Education Business unit (OSCEs/interviews training, orientation and mentoring of new MEPCs). The successful candidate will also be require to provide support for special projects, internal and external accreditation, events, workshops and resident recruitment.

Under the administrative supervision of the Team Lead Medical Education, this position requires a collaborative, team orientated, diplomatic and proactive individual capable of working with a great deal of autonomy but also within the Medical Education Business Unit team environments through sharing of knowledge and skills, contributing ideas and recommendations. The individual must have a detailed working knowledge of the requirements of their education program(s) and possess excellent interpersonal, problem solving skills and multi tasking skills with flexibility and adaptability when taking directions from multiple sources. This position requires an affable, highly proficient individual who is adept at coordinating multiple schedules and the various detailed complex tasks and projects required of this position.

Duties

• Acts as the primary administrative contact and resource for program, addressing trainee and faculty inquiries and concerns
• Coordinates and arranges meetings for Education Directors as relates to trainees and ensures all appropriate paperwork is submitted to offices within Faculty of Medicine
• Administers trainee evaluation process
• Drafts and prepares correspondence and letters; administers incoming e-mail as relates to education programs
• Coordinates distribution and return of educational resource materials and dissemination of notices for rounds and seminars, awards, research and conference events
• Creates content for and maintains accurate information on the education programs, ensuring user-friendly, up-to-date information is available to trainees and faculty
• Coordinates all administrative aspects of awards process including nominations, notification to award winners, coordinating purchase of awards and/or processing of pay action forms
• Attends and collaboratively participates in Faculty of Medicine and Department of Medicine Program Coordinator community meetings
• Participates in orientation and training of new MEPCs 
• Ensures MEPC desk manual for the program on Google site is current and up-to-date
• Compiles data and organizes trainee records for performance discussion at education program meetings
• Maintains web-based evaluations by distributing evaluations, monitoring receipt and follow-up; administers evaluations for trainees rotating through supported programs through a web-based system (WebEval and/or MEDSIS)
• Maintains rotation evaluation assessment via web-based systems
• Tracks expenses and monitors monthly finance reports for accuracy; processes travel claims from trainees and Education Directors as required
• Organizes and coordinates trainee orientations, which include planning meetings, preparation and distribution of agendas and meeting materials, generating minutes of meetings and assisting with action plans as required
• Develops and maintains subspecialty trainee program manuals and rotation handbooks
• Coordinates examination processes for trainees (written and verbal exams); creates exam schedule, registers trainees for exams, assists with invigilation of exam, ensures all materials/resources are available for exam, and ensures dissemination of exam information and results to trainees
• Coordinates trainee call schedules and ensure submission of call stipend payment reports
• Assists in scheduling and preparation for lectures, rounds, teaching sessions, and small group sessions
• Obtains medical statistics, research grant, teaching faculty lists, and publication data for inclusion in accreditation documents
• Formats, edits, and reviews accreditation documents under tight deadlines
• Compiles handout packages and ensures agenda notice to all participants and speakers
• Supports interview activities including scheduling interviews, preparing interview paperwork, maintaining applicant lists, evening events, coordinating planning meetings, catering, room bookings, etc.
• Administers staff and applicant schedules for interview process

Qualifications

• Minimum High School Diploma; post-secondary coursework (i.e. medical terminology); Post Secondary degree in a relevant discipline preferred;
• 3 to 5 years of administrative experience in a medical and academic environment
• Medical Terminology is an asset
• Excellent command of English grammar and proof reading skills
• Good judgment and discretion in dealing with confidential matters
• Strong multi-tasking skills; ability to be flexible and adaptable in a complex environment; strong problem solving skills
• Ability to work independently and in a team environment
• Proficiency in MS Word, Excel, Publisher, PowerPoint, Google calendar, Google sites, Google Apps; familiarity with WebEval and MEDSIS programs

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

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