Program Coordinator - Medicine Subspecialties Central Office

at  McMaster University

EDUCATION LEVEL

2 year Community College Diploma in Office Administration or a related field

JOB DESCRIPTION

JD #
JD00692

UNIT/PROJECT DESCRIPTION:

For Department use only.
The Department of Medicine seeks an experienced Senior Program Coordinator who will be responsible for supporting and maintaining the effiicent operations of the Medicine Subspecialties Central Office including Subspecialty Program Medicine Residency Education and Fellowship Training; Clerkship and Electives Programs. The succesful incumbent will also be responsible for supporting special projects related to educational programs.

JOB SUMMARY:

Responsible for developing, planning, and maintaining the efficient operation of a division and its related programs, and coordinating all aspects of the program including curriculum administration, implementation, promotion, recruitment, resource, and financial management. Implements and maintains the efficient administrative operations at a designated site under the direction of senior staff.

REQUIREMENTS:

• 2-year Community College diploma in Office Administration or related field
• Requires 4 years of relevant experience

EMPLOYMENT EQUITY STATEMENT

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.
The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.
The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.
As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.

Job applicants requiring accommodation to participate in the hiring process should contact:

• Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or
• Faculty of Health Sciences HR Office at ext. 22207, or
• School of Graduate Studies at ext. 23679

to communicate accommodation needs.

INTERVIEW EXPERIENCE

At McMaster University, we believe in a comprehensive and inclusive interview process. Our interview methods encompass a variety of approaches that allow our hiring teams to provide a flexible and accessible experience for engaging with our candidates. Throughout your recruitment process at McMaster, you may be requested to participate in a variety of formats, that may include in-person, virtual or recorded interviews. If you have any questions as you move through the hiring process, please reach out to talent@mcmaster.ca or the HR contact associated with your position of interest.

• Collect, analyze, assess, and summarize information relevant to the decision-making process and develop recommendations for final approval and implementation.
• Participate in the development, evaluation, and review of academic and scholarly programs and resources.
• Organize, coordinate, and assist with educational programs and events such as retreats, education days and other capacity building programs.
• Communicate and work collaboratively with various internal and external organizations and departments.
• Coordinate the calendar of supervisor and others and resolve scheduling conflicts.
• Develop the program budget for review and approval.
• Implement and maintain the program budget and expense reports.
• Create financial projections and make adjustments to the program budget throughout the fiscal year.
• Ensure that financial accounts and reports are completed and managed competently and efficiently.
• Exercise appropriate controls, monitor, and reconcile accounts. Facilitate meetings with various individuals including, but not limited to, program stakeholders and groups.
• Write a variety of documents including, but not limited to, reports, correspondence and minutes.
• Use a dictaphone to transcribe correspondence and other documents.
• Provide faculty and staff information regarding program policies and information about program requirements.
• Provide work procedure advice and guidance to staff.
• Review current academic calendar and recommend and prepare curriculum revisions and clinical training schedules.
• Plan and coordinate a variety of departmental activities and events.
• Gather and compile information required for a variety of documents and reports.
• Complete research ethics board applications and other related proposals for review by senior staff.
• Update and maintain records and databases.
• Act as a liaison between the department and various stakeholders with regards to facility operations.
• Train and mentor support staff and act as first point of contact with regard to issues related to administrative staff.
• Ensure adherence to health and safety requirements and maintain the training database for staff
• Ensure timely and efficient processing of attendance sheets and payroll for temporary, casual and continuing staff
• Provide efficient facility management the administrative support structure at the designated hospital site.
• Provides front line service to faculty and staff, and in consultation with senior staff, sets standards for the quality of department services.
• Provide information to individuals with inquiries surrounding human resources matters including, but not limited to, collective agreements, hiring procedures, benefits, vacation, sick time, and payroll processes.