Program Assistant, Electives and Observerships
2 days ago
**Classification & Regular Hours**:
Hours per Week: 35
Salary Grade: Level N
**About Western**:
Since 1878, Western University has been committed to serving our communities through the pursuit of academic excellence and by providing students, faculty, and community members with life-long opportunities for intellectual, social, and cultural growth. We seek excellent students, faculty, and staff to join us in what has become known as the "Western Experience" - an opportunity to contribute to a better world through the development of new knowledge, new abilities, new connections, and new ways to make a difference.
**About Us**:
Within a distributed medical education model, the Undergraduate Medical Education (UME) Program is responsible for delivering an integrated four-year program at the Schulich School of Medicine & Dentistry.
Undergraduate Medicine is one of nine programs within the Education Portfolio in the Dean’s Office at the Schulich School of Medicine & Dentistry (SSMD). The Undergraduate Medical Education (UME) program is a four-year program which qualifies students for the MD degree. The Undergraduate Medical Education (UME) Program coordinates all aspects of the MD program. The MD curriculum is delivered across multiple communities in South-western Ontario, including the city of Windsor.
The Undergraduate Medical Education (UME) Program strives to deliver quality education and service by ensuring an open and friendly environment for faculty, staff and students exists. Required to uphold a team philosophy; sharing and collaborating with staff throughout the Dean's Office and the Schulich Windsor Program is essential.
**Responsibilities**:
The Program Assistant, Electives and Observership supports the effective and efficient administration of the Clinical Electives program for fourth-year students in the MD program, including visiting electives, international electives, the Observership program for preclinical students in the MD program, the Non-Credit Pre-Clinical Summer Electives, and the Non-Credit Pre-Clinical Summer Research Electives programs in the Schulich School of Medicine and Dentistry, ensuring adherence to program standards. The role serves as a point of contact for all inquiries regarding the programs and will provide information and guidance to students and faculty members regarding Program, University, and external regulatory body procedures in response to inquiries, providing referrals to other individuals or resources as required. The Program Assistant contributes to ongoing refinement of program processes and procedures, creates and distributes various complex schedules using specialized software, creates, maintains and updates specialized departmental databases, generates data and reports for review, and maintains and updates program websites. The Program Assistant also provides training to staff, faculty, and students on Elective processes, systems, and procedures.
**Qualifications**:
**Education**:
- 3 year Community College Diploma in Business Management/Administration
**Experience**:
- 2 years’ experience providing administrative support and customer service in a student-facing role in an academic environment
- Experience coordinating logistics of specialized programs
- Experience working in a clinical education environment is preferred
Knowledge, Skills & Abilities:
- Knowledge of medical terminology
- Verbal communication skills to clearly express ideas in an objective manner, and adapt communication style to suit the situation and audience
- Demonstrated ability take initiative, to work independently and follow through on work assignments
- Competency to maintain confidentiality and treat sensitive information with discretion
- Ability to establish rapport with people from diverse backgrounds
- Demonstrated ability to understand and resolve external and internal partner issues
- Ability to maintain a positive, outgoing attitude with genuine customer service orientation
- Ability to process information with a high degree of accuracy, and follow formal business practices with high attention to detail
- Ability to understand, interpret, and effectively communicate University guidelines, policies and practices to key stakeholders
- Ability to multi-task and maintain an organized and effective personal work environment
- Adapts readily and effectively to changing priorities and demands
- Personable and courteous in working relationships with colleagues, faculty members, students and the public
- Ability to make appropriate decisions and resolve issues by identifying the critical elements of a problem situation and considering each aspect
- Ability to interact professionally with students, staff, faculty, and other members of the University community
- Strong mathematical and analytical skills to complete accurate calculations
- Ability to work independently and effectively as a member of the team to achieve department goals
- Familiarity with academic calendar a
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