Postgraduate Coordinator, PGME Office Apply Online!

The Postgraduate Coordinator (Postgraduate Medical Education Office – PGME Office) reports directly to the Manager, Postgraduate Medical Education Office and coordinates and performs complex administrative duties which support all aspects of the PGME Office and NOSM University’s (NOSM U) medical residency training programs in Northern Ontario (Royal College Programs, and Family Medicine Programs including PGY3 Programs). The role assists the Manager, PGME Office in coordination, planning, information management, communication with both internal and external stakeholders, and project development related to PGME wide initiatives focused on core PGME Office Operations, PGME Office compliance with provincial and national policies and standards and central support of NOSM U’s residency programs.

This position is covered by the Terms and Conditions of the OPSEU Unit 677 Collective Agreement (Unit 2). A copy is available on the NOSM University website.

Responsibilities

Tasks may include but are not limited to the following:

• Responsible for the administration, coordination and communication of the core processes, policies, guidelines, systems and operations of the PGME Office team related to all aspects of central PGME office functions and in collaboration with the Postgraduate Medical Education Office Manager and Administrative Assistant, PGME Office.
• Coordination and support for the development and operation of fellowship training and other international PGME learner programs.
• Participates on, coordinates and supports committees and working groups.
• Works closely with the PGME Office Manager to draft project plans within the Office, and to assist the PGME Office Manager in monitoring deliverables.
• In collaboration with the Manager, PGME Office, develops, manages and maintains a PGME Office Annual Planning Calendar outlining key dates and priority periods for core operations.
• Works closely with PGME Office Manager, and PGME Accreditation and Administration Officer, to build, roll-out, monitor and report on QI initiatives related to CanRAC Accreditation requirements for Office QI projects.
• Acts as a liaison internally and externally ensuring PGME Office compliance with provincial and national policies and standards and central support of NOSM U’s residency programs.
• Under the guidance of the PGME Office Manager, assists with the development, maintenance and communication of office processes and standard operating procedures and ensure process compliance with central NOSM U policy and procedures.
• Coordinates the Fall internal and Spring External resident transfer processes.
• In collaboration with PGME Office Manager, develops and maintains communication strategies and resources to ensure both easily accessible and broad distribution of critical information related to core PGME Office Operations to PGME Residency Programs, Faculty, Staff and Residents.
• Resolves administrative problems by proactively and independently analyzing information; identifying and communicating solutions to stakeholders.
• Builds and maintains administrative workflows by developing and following processes, coordinating tasks within the process, and continuing the workflow to completion.
• Maintains rapport with learners, clinical teachers, managers, and employees by arranging continuing contacts; researching and developing new services and methods; setting priorities; resolving problem situations.
• Proposes and oversees process improvements to increase efficiencies and find synergies across the PGME Office, PGME Unit and while working collaboratively with other NOSM U units.
• Represents the interests of the Postgraduate Medical Education Office Team on various committees or at postgraduate activities as delegated.
• Provides occasional back-up and support to the PGME registration, reporting, credentialling and resident selection processes as part of the PGME Office’s team-based approach, when required and as directed.
• Assists the Postgraduate Medical Education Office in coordinating special events (e.g. Orientation, PGMEC Faculty Development Retreat, CaRMS interview processes, etc.).
• Coordinates the day-to-day activities of the support positions (e.g. Administrative Assistant, Student Assistant, Temporary Agency Help, etc.) assigned to various PGME Office functions.
• Ensures web content for any PGME Office site is frequently updated.
• Oversees management and access to PGME Office SharePoint site and works to continuously refresh and develop the content to meet program staff and management resource needs.
• Organizes information sessions for the PGME Office and other NOSM University offices to facilitate residency program coordinator and staff training and support (eg. Coffee Talks, PARO Training Sessions).
• Performs other duties as assigned.

Qualifications

Education

• A University degree in a related discipline (e.g. Education, Business, or Social Sciences degrees, or advanced degrees in these disciplines, would be considered an asset) from a recognized university with Canadian accreditation or an equivalent combination of education and experience is required.

Knowledge, Skills and Abilities

• Minimum of three (3) years of related experience is required
• An understanding of the postgraduate medical residency education environment and health education system in Northern Ontario and Canada
• Familiarity with relevant occupational health issues is an asset
• Experience in interpreting, explaining and applying policies and procedures
• A well-established reputation for appropriate discretion and confidentiality is an asset
• Demonstrated experience recording and transcribing formal and/or informal ‘real-time’ minutes is an asset
• Familiarity with customer service best practices
• Microsoft Office proficiency (Word, Excel PowerPoint, Outlook, SharePoint, Teams, One Drive, Microsoft Forms) is required
• Ability to conduct internet searches and manage email is required
• Experience in assisting with research, including literature searches, is an asset
• Must be able to communicate effectively in English (verbally, written and comprehension)
• Experience in developing and delivering training or curricula is an asset
• French language skills are considered a strong asset
• Knowledge of basic office practices and procedures is required
• Ability to work early mornings, evenings and/or weekends, as required
• Experience in the medical or post-secondary education environment is an asset
• Knowledge of The Occupational Health & Safety Act and Regulations that apply to the work being performed is an asset

Language

• Must be able to communicate effectively in English (verbally, written and comprehension)
• French/Indigenous language skills would be considered asset

Working Conditions

• Extended periods of sitting
• Interaction with employees, management, and the external stakeholders
• Working in a busy office and virtual environment with frequent interruptions
• Occasional overtime and travel