Postgraduate Coordinator, PGME Postuler en ligne!

The Postgraduate Coordinator reports directly to the Postgraduate Medical Education Manager. This position performs complex administrative duties which support NOSM University’s medical residency training programs in Northern Ontario (Royal College Programs, and Family Medicine Programs including PGY3 Programs), assists the PGME Office in coordination, planning, information management, communication, and project development; and supports the overall PGME mandate in various cross-program initiatives such as resident wellness, PGY1 core curriculum, and special population health initiatives. This position acts as a liaison and is the main contact for all stakeholders of the program, including medical residents, faculty, academic teaching centers, internal stakeholders and community partners. It also acts as a conduit for information flowing to, from, and within the residency program. The Coordinator coordinates and supports various program committees, subcommittees, and working groups; and at times, may represent the Programs and/or the PGME team in various activities as delegated.

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.

Responsabilités

• Maintains administrative workflow by following processes, coordinating tasks within the process, and continuing the workflow to completion.
• Resolves administrative problems by analyzing information; identifying and communicating solutions to stakeholders
• 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.
• Stores and updates Unit databases with relevant information.
• Provides information by answering questions and requests from stakeholders.
• Maintains continuity of work operations by documenting and communicating needed actions to management; discovering irregularities; determining continuing needs.
• Accomplishes unit and organization mission by creating reports and communicating results back to stakeholders.
• Responsible for the administration and coordination of program functions, including admission/recruitment, and resident support in collaboration with the Postgraduate Education Manager, Program and Site Directors, and the Postgraduate Office. Acts as the main liaison and program contact for current residents; also for applicants to the programs, the Canadian Residency Matching Service (CaRMS) and other relevant external agencies as delegated.
• In collaboration with other stakeholders, assists in clinical rotation design and in organizing and delivering academic sessions and retreats. Organizes and coordinates clinical rotations.
• In collaboration with other internal and external stakeholders, is responsible for the administration and coordination of various PGME initiatives such as resident wellness, PGY1 core curriculum development and special population health initiatives (e.g. Francophone health, Indigenous health, global health, etc).
• Develops and disseminates internal/external communication.  Drafts correspondence, prepares reports and meeting packages, maintains databases, organizes events and coordinates residency program committee meetings.
• Provides accurate, timely reports as required to the Postgraduate Office in order to meet reporting requirements for Ministry funding.
• Represents the program or Postgraduate Education team on various committees or at postgraduate activities as delegated.  Assists the Postgraduate Office in coordinating special events and providing communication related to core activities covering all PGME programs.
• Ensures that all mandatory educational events are booked and coordinated for learners and preceptors.
• Coordinates the day-to-day activities of the support positions (e.g. Administrative Assistant, Student Assistant, Temporary Agency Help, etc) assigned to the programs and of the physicians and allied health professionals who make up the educational team for the program.
• Ensures collection and distribution of expense claims and financial information from participants (preceptors/residents/program leadership) in the Postgraduate programs.
• Advises, assists, and provides guidance by assisting residents, suggesting policy or procedure changes to the Program Directors and/or Postgraduate Education Manager, or suggesting ways to increase organizational effectiveness through new initiatives. Ensures that process improvements are communicated to other Coordinators and PGME team members.
• Coordinates multiple residents in multiple programs at multiple levels of training interacting with Program and Site Directors and Coordinators at partner universities and distributed sites to ensure program functionality.
• Performs other duties as assigned.

Qualifications

Éducation

• A University degree in a related discipline (education, healthcare, business administration) from a recognized university with Canadian accreditation or an equivalent combination of education and experience is required.

Connaissances, Compétences et Capacités

• A minimum of three (3) years of related experience in coordination of programs in an educational setting or in healthcare
• An understanding of the postgraduate medical residency education environment and health education system in Northern Ontario and Canada
• An understanding of program specific policies and accreditation guidelines, with ability to use these to ensure all program specific events meet the required standards.
• Experience in interpreting, explaining and applying policies and procedures
• Familiarization with customer service best practices
• Experience working with other software programs with formatting/utility capabilities of word processing (i.e. Microsoft Office Suite) and with NOSM’s custom programs (i.e. Perceptive Content 7)
• Computer systems and software such as Windows, Databases, Internet and E-mail
• Proven experience in coordinating various tasks under tight deadlines
• An understanding of the Program Interview and Application Process (i.e. CaRMS).
• An understanding of Indigenous and Francophone communities and their needs as it relates to medical education
• The ability to communicate effectively and professionally, and to express oneself clearly verbally, and in writing, and ability to use a variety of media
• Work within established organizational practices, protocols and policies

Langue

• 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, some lifting
• Interaction with employees, management, and the public at large
• Working in a busy office environment with frequent interruptions
• Morning and evening meetings, some weekend work during key periods (e.g. retreats, program interviews)
• Occasional overtime and travel, which is sometimes extensive