Coordinator, Academic Programs

2 months ago

Saskatoon, Canada University of Saskatchewan Full time

**Coordinator, Academic Programs**:
**Primary Purpose**: The Department of Family Medicine is a large complex provincially distributed medical education program in the College of Medicine at the University of Saskatchewan and is dedicated to excellence in patient care, teaching and learning, research, and administration. The primary purpose of this position is to coordinate and standardize the work relating to the academic programs in the Medical Education Division, Department of Family Medicine.

**Accountabilities**:
Tasks include, but are not limited to, the following:
**Administrative and Program Support**:

- Provide comprehensive support across portfolios in collaboration with the MME and Postgraduate Program Director.
- Update and maintain databases with relevant program information.
- Schedule virtual and in-person meetings (e.g., Microsoft Teams, Zoom)
- Respond to inquiries and provide accurate information to stakeholders.
- Update and maintain databases with relevant program information.
- Maintain and coordinate administrative processes under general direction from the MME
- Analyze and communicate solutions for administrative challenges to stakeholders.
- Report and escalate issues to management as needed, resolving ad hoc requests, and recommending solutions.
- Perform other related duties as required, including working outside normal hours and potential travel.

**Staff Development and Support**:

- Assist the Medical Education Manager (MME) with medical education administrator activities such as recruitment, orientation, onboarding, coaching, performance feedback, professional growth, training, and development.
- Manage performance improvement processes and escalate disciplinary matters to the MME as necessary.

**Committee and Meeting Coordination**:

- Manage/support program committees, including the Residency Program Committee, Provincial Progress Committee, Curriculum Implementation Committee, Lead Resident Committee, Site Director Committee, and Resilience Intimidation and Harassment Committee, ensuring effective communication and documentation.
- Prepare meeting agendas, minutes, and materials, and distribute them to committee members.
- Attend other program meetings as required.

**Recruitment and Resident Support**:

- Administer and coordinate recruitment, resident support, and program functions in collaboration with the MME and Directors.
- Help coordinate curriculum events such as academic sessions, retreats, CaRMS, and resident orientation, as well as other Family Medicine initiatives.
- Maintain records and coordinate meetings for residents in difficulty
- Maintain documentation and schedule interviews for transfer applicants.

**Resident Performance and Evaluation**:

- Work with program administrators to ensure completion of resident assessments for review by the PGME Dean, MME, Postgraduate Program Director, and Progress Committee.
- Provide qualitative analysis of assessment forms completed by faculty (field notes and periodic reviews).
- Maintain and distribute assessment forms, including ITERs and One45 reports, and submit them as required.
- Collaborate on the implementation of evaluation and assessment strategies.

**Curriculum and Training Coordination**:

- Assist with the coordination of courses, including SGI Fit to Drive, NRP, and other required courses.
- Coordinate curriculum-related events such as academic sessions, retreats, CaRMS, and resident orientation.
- Coordinate the American Board Family Medicine Exam, including data analysis and interpretation.

**Accreditation and Compliance**:

- Assist in planning, implementation, and evaluation of accreditation preparedness and support the Accreditation core team with relevant information.
- Coordinate post-graduate accreditation activities across all sites, including maintaining records using national platforms
- Ensure that policies are effectively implemented, communicated, and disseminated while supporting continuous revision and improvement.

**Communication and Stakeholder Engagement**:

- Develop and disseminate internal and external communications, including reports and meeting materials.
- Liaise between Undergraduate Medical Education (UGME), Postgraduate Medical Education (PGME), and the Department for various academic activities.
- Serve as the primary contact for the PGME office.
- Build and maintain rapport with learners, faculty, and staff through effective communication and service development.
- Work with the Communication Manager and the MME to create and update promotional materials for recruitment at events such as the Family Medicine Forum, Society of Rural Physicians Conference, and CaRMS.

**Qualifications**:
**Education**:Completion of an undergraduate degree in business administration, education, or health related discipline. A combination of education and experience may be considered.

**Experience**:A minimum of five years related experience in an academic setting and a demonstrated workin

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