Program Coordinator, Pgme

4 months ago

Thunder Bay, Canada Northern Ontario School of Medicine Full time

The Program Coordinator, PGME 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.

**Responsibilities**:
Tasks include but are not limited to the following:

- 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**:
**Education**:

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