Administrative Coordinator, Undergraduate Medical Education

at  The University of Calgary

Description
The Office of Undergraduate Medical Education in the Cumming School of Medicine is currently seeking a Full-time Administrative Coordinator.
This position reports to the Manager, Undergraduate Medical Education Program, Cumming School of Medicine with accountabilities to the Associate Dean, Assistant Deans, Directors and Administrative Supervisor.
This position provides senior and advisory support, with a high level of expertise in medical education, to the Associate Dean, Assistant Deans, UME Manager, Director of the Master Teacher Program and Director of Student Evaluation to ensure the smooth and efficient operation of work responsibilities in the Undergraduate Medical Education office. This position is fully responsible for completing their own work or the work of the Association/Assistant Deans and UME Manager with minimal supervision.
Position is expected to be the main point of contact for the Medical Doctor Program providing expertise on our program and consistently demonstrating strong communication skills and customer service.
Summary of Key Responsibilities (job functions include but are not limited to):

Project Management & Program Administration:

• Strategic and detailed management of scheduling and meeting arrangements for the Assistant Deans in consideration of long-term planning and anticipation of key events
• Undertakes a diversity of projects to a timely completion working collaboratively on team projects, and on self-directed independent projects
• Participation in the production of the Medical Student Performance Review (MSPR) letters. These letters which are a confidential and detailed academic student report for the Canadian Residency Match (CaRMs) process and are a requirement for our medical student’s successful applications for competitive residency positions. Proof reading, editing and time management are crucial to the successful completion of this annual project
• Individuals must understand the high impact associated with this project and demonstrate strong organizational, analytical and problem-solving skills due to deadlines associated with this project
• Provides advice and assistance to students, faculty and staff regarding the UME programs and services
• Manages the workflow and the smooth operation of the support functions involved in coordinating the day-to-day activities of the Assistant Deans. Strategically prioritizes incoming requests and information based on knowledge of the faculty’s priorities and commitments
• Provides professional and courteous senior administrative services, as well as accurate and comprehensive information to a variety of faculty, students and internal/external personnel

Academic Event Planning:

• Scheduling of curriculum/academic meetings, retreats, journal club, training sessions, national conferences and webinars
• Exercise sound judgment and personal decision making within university guidelines
• Facilitates securing the appropriate venue for UME Events/Conferences
• Coordinates all logistical services such as invitation/RSVP processes, catering, audio visual and room booking
• Assists in establishing and monitoring budgets associated with UME events and committees
• Monitors and tracks timelines associated with the various Committees in the UME Office
• Manages time-sensitive Committee related material
• Maintains accurate committee membership lists and ensures membership is compliant to the committees Terms of Reference (TOR)
• Uses appropriate online tools in the planning and coordination of meetings with the Committee members (Webinars, MS Teams, Zoom, Doodle)
• Prepares agendas and distributes packages as appropriate
• Ensures quorum, as per the term of reference, attends meetings and prepares accurate minutes

Exam Administration:

• Making sure exam schedules are coordinated and monitored for all three classes. The role includes reviewing the class list sheets and core block rotations, confirming the students who are writing in each of these exams, creating a seating chart, assigning student seating as appropriate and invigilating
• Enforcing policy and regulations to students regarding exam administration and protocol.
• Invigilation of examinations
• Validating student identification at exams

Educational Research:

• Manages longitudinal research projects involving student evaluation across multiple years and multiple courses
• Tracks down erroneous or missing records in collaboration with the Program Coordinator and Administrative Teams
• Perform regular quality control checks on data entries (ie. Data monitoring, entry, cleaning, scoring and organizing)
• Collaborate with the investigative team, physicians, nurses, and clinic staff for ensuring timely implementation and completion of research activities
• Responsible for working with confidential research data

Survey Coordination:

• Coordination of 80+ annual student/faculty surveys, Resident Director Survey, Alumni Survey and other surveys required for internal and accreditation reporting. This encompasses coordinating, planning, promoting and administering the programs student and faculty evaluation
• Assisting the the Director of Program, Faculty and Student Evaluation on the management of surveys (timelines, data cleaning, reducing possible survey fatigue by limiting the number and timing of surveys to a specific group, and increasing response rates)
• Distribution of survey feedback to appropriate stakeholders and management as appropriate

Record Management Administration:

• Implements quality control in regard to the storage and retrieval of this confidential documentation
• Responsible for the creation, management and retention of active and inactive student files
• Coordinates the archiving and confidential shredding processes ensuring that the specific retention rules and department policies are adhered to
• Update OSLER database for the creation and distribution of the Faculty Performance Record

QUALIFICATIONS / REQUIREMENTS:

• Post-secondary training in business (diploma/degree) or equivalent combination of education plus 3 years experience in medical education required
• Previous experience (5-7+ years) in a senior level position required
• Previous experience (5-7+ Years) working with adult learners in an academic environment (ie. post secondary or graduate studies) required
• Sign Up Genius, Doodle Poll, Zoom, Microsoft Teams and Webinar experience required
• Coordination of academic sessions required
• Faculty calendar management experience required
• Experience working with committees and minute taking is required
• High level of integrity, discretion, professionalism and ability to maintain confidentiality is required.
• Knowledge of equity, diversity and inclusion (EDI) as well as mental health in the post secondary sector would be an asset
• Highly developed interpersonal and communication skills both written and verbal
• Advanced computer skills in Microsoft Office Suite (Word, Excel, PowerPoint and Outlook)
• Experience with the educational platforms (i.e. Elentra (OSLER) an asset
• Experience with Peoplesoft, VERA and One45 an asset
• Ability to direct, coach and train new staff
• Experience in research, ethics approvals and working with confidential research data
• Experience with confidential student evaluations, examinations, supervising of exams and exam policy enforcement
• Draft and send correspondence on behalf of Associate Dean, Assistant Dean and Manager as required
• Ability to plan and coordinate portfolio with minimal supervision and direction, work well under pressure, making key decisions and demonstrate good judgement in a fast-paced environment with conflicting priorities, meeting internal and external deadlines
• Ability to work independently, as well as on a team, using initiative and good judgment
• Ability to work effectively in an open-space environment that is complex, changing and at times stressful
• Strong knowledge or certified course in medical terminology, an asset
• Ability to work well under pressure and handle shifting priorities with tight deadlines
  Application Deadline: February 10, 2025
  We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
  This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 3.
  For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

Please refer the Job description for details