Medical Education and Scheduling Coordinator

at  Dalhousie University

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.

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.

• 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.