Ume Student Records

2 weeks ago

Greater Sudbury, Canada Northern Ontario School of Medicine Full time

Reporting directly to the UME Administrative Manager, Program Delivery, with an emphasis on collaboration, quality, privacy and security of records, the UME Student Records and Electives Coordinator is responsible for efficient, effective and timely student record-keeping for all students admitted and enrolled at NOSM University in the undergraduate medical education (UME) program. In addition, the UME Student Records and Electives Coordinator is responsible for the administration and record keeping of the electives programming for undergraduate learners.

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:

- Coordinate, track and monitor student elective rotations to ensure that mandatory elective requirements are being met. This includes fielding assessment questions, recording approved electives, and ensuring elective assessments are being distributed and completed in a timely manner
- Coordinate, track, and monitor Undergraduate Medical Education (UME) electives in collaboration with the Community Relations Unit staff
- Coordinate, track, and monitor Track elective rotation data and input the elective rotations information into relevant NOSM U software repositories for both Year 2 and Year 4 students to ensure that all service and quality standards related to student academic records are met, in particular, that the information is accurately recorded and reported.
- Ensure that UME students comply with the elective guidelines as set out in NOSM U policies and the Association of Faculties of Medicine of Canada (AFMC) requirements
- Maintain external electives data in AFMC Visiting Electives Portal
- Provide administrative support to the UME Electives Lead
- Work with Phase Chairs, Co-chairs and UME Electives Lead to ensure that Elective Assessment Forms are completed in a timely manner for accreditation, MSPR, and promotion purposes.
- Process Leave of Absence (LOA) requests for approval and notify the appropriate UME faculty/staff and track attendance for personal days, personal LOAs, and academic LOAs for all three Phases of the UME program.
- Update the NOSM U UME website for relevant material and information, including policies and procedures, about Electives, SEEs, and LOAs
- Update the NOSM U Wellness app for relevant material and information, including policies and procedures, about Electives, SEEs, and LOAs
- Facilitate updates to relevant policies and procedures for the NOSM U UME document management system.
- Work collaboratively with UME Accreditation staff and management as required
- Participate in software implementation Working Group Meetings and engage in discussions for improvements/developments
- Work collaboratively with UME Database Administrator to update and maintain the elective assessment distributions for elective rotations in the appropriate software.
- Develop and maintain a secure Intranet site for tracking and approval of SEEs, tracking and approval of absences, and tracking of electives and Elective Assessment forms
- Performs other duties as assigned

**Qualifications**:
**Education**:

- A University degree in a relevant discipline (e.g., B.Ed., B.A., B.Sc.) 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
- Experience working in a postsecondary or medical education environment would be an asset
- Knowledge of software systems, in general, with advanced knowledge of databases, such as One45, Elentra, and PaNDA.
- Experience working in a distributed education environment
- Ability to use discretion and maintain strict confidentiality and security
- Ability to multi-task and work concurrently on various projects with tight deadlines
- Possess strong organizational skills to work and thrive in a fast paced, multi-tasking environment
- Demonstrate analytical and problem-solving skills to identify project issues, make multiple assessments, identify key issues and cause and effect relationship, and arrive at a solution
- Ability to use tact and diplomacy to resolve conflict and maintain constructive working relationships
- Ability to work in a consultative and collaborative fashion with a variety of other units to further overall school strategic objectives
- Ability to work within established organizational practices, protocols, and policies
- The ability to communicate effectively and professionally, and to express oneself clearly verbally, and in writing, and ability to use a variety of media

**Language**:

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

NOSM University
Attention: Human Resources
935 Ramsey Lake

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