Medical Education Program Coordinator

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 indicate your internal status using the “Advertisement” drop down menu when applying.

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 hybrid with a mix of remote and in person work at North Campus Edmonton.

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.

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 resource 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

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

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.

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.