Administrative Assistant

3 weeks ago

Toronto, Canada Sunnybrook Health Sciences Centre Full time

The Student Services team, part of the Education Department at Sunnybrook Health Science is currently seeking a highly organized, detailed and results-oriented individual to help support a superior student experience for all learners

The individual will work closely with the Student Services staff and deal directly with Students, Interns, Residents, Fellows, and Clinical Instructors.

**Summary of duties**:

- Provide assistance for student/tutor/supervisor/patient volunteer inquiries, orientation, registration, curriculum coordination, student events, student and preceptor recognition initiatives etc.
- Collaboratively liaises with internal and external partners to facilitate student programming, student curricular events and student coordination across all areas of Sunnybrook campuses while responding to a high volume of student and faculty inquiries.
- Ensure the smooth running of the Peters-Boyd Academy undergraduate medical education curricular delivery across all student types, (e.g. recruit tutors/preceptors, recruit patients, secure classrooms, equipment, and technology to enable learning; arrange and disarrange classrooms; collate handout packages, managing evaluations; etc.)
- Ensure all curricular guidelines provided by the universities/colleges are followed as appropriate.
- Conceive of, plan, manage and coordinate orientations, curriculum implementation and education events. This includes establishing relationships with faculty to lead these programs; inviting them to teach sessions and negotiating student placements.
- Coordinates all aspects of the student evaluations and examinations (confirming requirements are met; managing the exam schedule, recruiting examiners and patients, etc.)
- Provides excellent interpersonal communication while supporting schedules, room bookings, sets up rooms and communicates meetings and orientation sessions for students and clinical instructors/educators/tutors/supervisors.
- Supports the recruiting and tracking of clinical instructors/educators/tutors/supervisors, and patients student curriculum.
- Provide administrative support in the registration of all learners. This includes, but is not limited to addressing learner enquiries, entering and tracking registration in NirvSystem, requesting and issuing computer access, managing and tracking hospital items deposits, etc.
- Assist with tracking of student data ex. medical student absences; compliance of mandatory prerequisites, medical trainee days etc. and provides reports as needed.
- Proactive and continuous improvement of the Student Centre activities including revamping and assisting in implementation of programs
- Collaborating with and supports other educational coordinators to provide additional student services.
- Provide administrative support for cross coverage during sick days and vacation
- Other duties as assigned

The role will also support other activities related to enhancing the experience of learners at Sunnybrook.

**Qualifications/Skills**:

- Post Secondary or Community College with recent related work experience required
- At least 1 year of practical experience required in a student environment e.g. university/college, student support services, academic training hospital/medical education department.
- Advanced computer skills in MS Office, particularly Excel and Access
- Prior work experience with learner databases (HSPnet, POWER, NirvSystem, MedSIS, etc.)
- Demonstrated effective critical thinking and strong problem solving skills
- Strong organizational and time management skills
- Ability to deal with fluctuating workloads and balance competing priorities
- Possesses exceptional attention to detail
- Superb interpersonal and communication skills (oral and written)
- Team oriented
- Takes initiative; demonstrates creativity and flexibility
- Ability to follow hospital policies and procedures as well as current legislation

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