Global Education Administrative Coordinator

at  SickKids

ABOUT SICKKIDS

Dedicated exclusively to children and their families, The Hospital for Sick Children (SickKids) is one of the largest and most respected paediatric healthcare centres in the world. As innovators in child health, we lead and partner to improve the health of children through the integration of healthcare, leading-edge research and education. Our reputation would not have been built – nor could it be maintained – without the skills, knowledge and experience of the extraordinary people who come to work here every day. SickKids is committed to ongoing learning and development, and features a caring and supportive work environment that combines exceptionally high standards of practice.
When you join SickKids, you become part of our community. We share a commitment and determination to fulfill our vision of Healthier Children. A Better World.
Don’t miss out on the opportunity to work alongside the world’s best in paediatric healthcare.

POSITION DESCRIPTION

Are you looking for a challenging and rewarding position where you can utilize your organizational, communication, and time management skills? Do you have experience supporting medical education training programs and supporting physicians administratively, and are looking to broaden your experience and skills? If so, we have an opportunity for you!
The Department of Paediatrics Talent Management Team at SickKids is looking for a Global Education Administrative Coordinator to join our team.
The Global Education Administrative Coordinator will provide high level administrative support short term and long-term vacancies to the various Medical Education Training Programs within the 17 divisions under the Department of Paediatrics. You will provide support to various Education Program Directors and their training programs. This position involves substantial contact with Trainees, both in Canada and internationally. Yes, we do offer a hybrid working model, working approximately 2-3 days onsite per week depending on the needs of the Division being supported.

• Ensure the educational portfolio continues to provide consistent excellence in academic training of future Health Care Practitioners
• Coordinate the educational portfolio for the division/department, the postgraduate and undergraduate training schedules and seminars for the division and sites affiliated with the University of Toronto
• Provide a solid understanding of the various post-graduate and undergraduate education programs offered through the department/division and act as an integral contact to coordinate and facilitate both departmental and divisional based programs for residents, fellows, medical students, observers, external trainees, faculty and colleagues. Coordinate, train and mentor peers
• Develop curricular materials and information packages and provide ongoing coordination in the development, planning and organization of new course curriculums, materials, and expectations (i.e. Medical Observership Program, Teaching Syllabus for Undergraduate Education)
• Collaborate with internal and external stakeholders to coordinate activities within the department and division to ensure the department and division educational portfolios meet the needs and objectives of the Program - SickKids as well as the PGME Office at the University of Toronto
• Coordinate paperwork flow of the recruitment process and liaise with trainees throughout the selection process before their arrival and during their training at SickKids, including offer letters, credentialing, hire forms, visa, termination, LOAs, etc.
• Coordination across the various educational portfolios within the department/division. Plan and organize the academic teaching efforts for the faculty as well as all levels of trainees including medical students, electives, residents, fellows, visiting academics and observers. Provide support to the chief fellow, senior resident with on-call and academic schedules
• Collect and input database information relevant to profiling educational activity of faculty, residents, and learners
• Manage all aspects of the evaluation process, creating and disseminating detailed schedules and curriculums for all levels of trainees and evaluative feedback to the faculty. Assist in the development and implementation of an integrated evaluation strategy for all projects. Where applicable, this will include the adjustment of evaluation forms, the distribution and collection of these forms, the timely collation of the results, and feedback on the individual evaluations to the speakers
• Provide and ensure an internal and external source of knowledge and coordination for all areas of the education portfolio. Take primary responsibility for all events relating to the education portfolio including: develop and manage event agendas and budgets; contracts and agreements; vendor invoicing and payment; implementation of communication plans; and contacting and coordinating all invited speakers, physicians, assisting to maximize event attendance
• Supervise and be responsible for the development, maintenance (update and review) of website content for the education portfolio including CaRMS, University of Toronto, SickKids, U of T Portals, POWER and SharePoint
• Participate in and lead divisional meetings related to the education portfolio and act as a central resource. Organize, attend and take minutes; distribute agendas and minutes for monthly meetings; and report to Committees as appropriate on administrative processes related to Office of Faculty Development and Office of Scholarship
• Organize guest speakers, visiting lectureships. Plan and coordinate symposiums and conferences while keeping within budgets and timelines
• Assist in the development and timely production of required reports including the Annual Report and various ad hoc reports
• Prepare and maintain timetables for each educational initiative; arrange room bookings & AV; produce/distribute course materials & schedules; and manage record keeping and faculty development initiatives
• Administer and coordinate all components related to the management of the Program Directors’ calendars. Coordinate travel arrangements
• Draft correspondence and respond to various requests
• Be accountable for all cost centers and related finances associated with the education program and within pre-set limits, process and monitor cheque requisition and reimbursements
• Review and approve monthly office cost center reports
• Manage the Accounts Payable process related to all educational and research initiatives
• Identify, initiate, and manage the process of setting up new cost centers for the education portfolio
• Be responsible for other financial tasks such as payment of research assistants, reimbursement for educational and research activities, distribution of honorariums