Administrative Coordinator

5 months ago

Hamilton, Canada McMaster University Full time

**Schedule**

Monday-Friday, 8:30AM-4:30PM

35 Hour Per Week

Hybrid Working Accomodation

**Education Level**

Community College diploma in Office Administration or related field of study.

**Career Level**

3 Years of Relevant Experience.

**Job Description Number**

JD1388

McMaster University's** **Competency Based Medical Education (CBME) Office** is a key component of the Faculty of Health Sciences' Post-Graduate Medical Education (PGME) Program, and is responsible for the oversight and implementation of outcome-based design, assessment, and evaluation to our existing medical education & residency programs, specifically through the use of organized frameworks of competencies.

The CBME Office is currently seeking a dedicated & driven **Administrative Coordinator **will provide key support to the CBME Lead, PGME Associate Dean, as well as the various CBME committees and working groups comprised of faculty, staff, and learners. This role will oversee the day-to-day administration and functionality of the CBME Office, and directly support the on-going initiatives, projects, events/workshops and meetings within the CBME Office's growing scope.

**Job Summary**:
Responsible for overseeing the day-to-day operations of a senior faculty medical education program leader and program manager within a large multi-site medical education program. Provides administrative and analytical support to the senior faculty leader and program manager, as well as support to the faculty, staff and learners in a variety of areas. Coordinates activities on the leaders’ behalf. Works under general direction within a clear framework of accountability and exercises substantial personal responsibility, initiative, problem solving and decision making in order to deliver results. Responsible for inputting financial and human resources documentation for program leaders and staff.

**Purpose and Key Functions**:

- Communicate and liaise with multiple internal and external stakeholder groups and organizations.
- Organize, prioritize and track multiple administrative and key action items supporting the Assistant/Associate Dean and program manager.
- Provide information and support to program leadership, faculty, staff and learners.
- Collect analyze, assess, and summarize relevant decision-making processes and develop recommendations for final approval and implementation.
- Plan and coordinate a variety of events and activities such as conferences, seminars, and workshops.
- Participate in the development, evaluation, and review of academic and scholarly programs, events, and resources.
- Conduct data analysis, manage databases, and prepare reports for presentation to support program evaluation and quality improvement priorities.
- Develop surveys and reports on a variety of areas of focused inquiry.
- Write a variety of documents such as correspondence, reports, educational resources and meeting minutes.
- 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.
- Provide faculty, staff, and learners information regarding program policies and procedures and program requirements.
- Assesses, prioritizes and coordinates the Senior Leadership schedule. Reviews requests, schedules appointments and meetings and updates calendar to reflect urgent and priority issues on a daily basis.
- Organizes, plans, coordinates and prepares materials and presentations a variety of events such as retreats, workshops for enhancement of the program. - Ensures that the Senior Leadership is properly briefed for all meetings, events, and speaking engagements, including anticipating and preparing relevant background and historical information and arranging for the provision of detailed briefing information and speaking notes, as required.
- Provide pertinent facts, data, and other background information for meetings, reports, inquiries, agendas, and presentations.
- Oversee and direct workflow, independently respond to inquiries, complaints, and concerns from callers and visitors on behalf of the senior medical education faculty leader or program manager, and triage appropriately.
- Keep track of assignments made to others for actions to be taken on the leaders’ behalf and ensure that deadlines for responses are met.
- Coordinate the submission of information and documentation required to initiate, facilitate, and conclude various processes such as recruitment, tenure and promotion and selection committees.
- Support the administration and coordination of the election processes to fill vacancies on departmental committees.
- Follow-up on and ensure appropriate implementation of decisions made by the senior faculty leader and program manager.
- Resolve problems within area of responsibility and consult relevant documentation and liaise with appropriate resource persons to obtain and provide information o

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