Administrative Coordinator

3 months ago

Saskatoon, Canada University of Saskatchewan Full time

**Administrative Coordinator**:
**Primary Purpose**: The position will provide centralized oversight and manage the administration of Clinical Re-Orientation, OSCE examinations and Tutor Recruitment in the undergraduate medical education program. In relation to the three areas; the incumbent will provide administrative oversight to administrative coordinators within the portfolio. This includes ensuring a cohesive approach to workflow, ensuring policies and procedures are adhered to while maintaining consistent program delivery across all sites and compliance with accreditation standards. The position will play a key role in the transition of medical education students at each promotion point and work to ensure content and timeliness of programming are optimum. This position will be responsible for the coordination and standardization of all tutor recruitment processes for the UG Program. This position will also take on undergraduate projects as identified and requested by the leadership team.

**Nature of Work**: Reporting to both the Associate Dean, Undergraduate Medical Education (UGME) and the UGME Manager, College of Medicine. The Administrative Coordinator will build and maintain professional relationships with various stakeholders including students, faculty, departmental colleagues, and outside agencies. In consultation with the Director Academic, Undergraduate Medical Education (UGME) and the UGME Manager, this individual will update and maintain current practices and introduce continuous quality improvement practices, processes, procedures and enhancements in the tutor recruitment processes. The position will liaise with Clinical Skills Course Directors and Module Directors, the undergraduate assessment team, the Clinical Learning Resource Center (CLRC) and the distributed site staff to create and implement program consistency in relation to workflow and management of OSCEs. This position will work with the Academic Support team, Director Academic UGME, Year Chairs, UGME staff, CLRC, faculty, and students returning to the program to implement clinical learning activities associated with the Clinical Re-Orientation course. This position requires the ability to make timely decisions while working under pressure in an environment of continuous change and can multi-task.

**Accountabilities**:

- Communication with the administrative undergraduate team to consult, inform, collaborate and collect feedback on policies, processes and future initiatives is critical.
- Maintain up-to-date knowledge relating to UGME policies and processes in order to inform effective change.
- Coordinate and develop UGME Administration Policies & Procedures, Standard Operating Procedures, and Strategic Plan.
- Supervision of clerical assistant ensuring effective performance and providing daily oversight.

**Clinical Re-Orientation (XMED)**:

- Build effective working relationships with the Year Chairs and Office of Student Affairs, Academic Support Team, and to deliver re-orientation activities across all Years in Saskatoon.
- Ensure all XMED information in One45 is accurate Create policies and standards for the XMED program to ensure consistency across distributed sites.
- Ensure content is relevant and evaluation of such is timely
- Make relative updates as curriculum is updated

**Tutor Recruitment**:

- Develop, deliver, maintain, update and continue to enhance the UG tutor recruitment processes Year 1-5.
- Work with the administrative undergraduate team to determine tutor requirements and assess the current pool.
- Create and provide education on policies and standards for tutor recruitment in the UG Program to ensure consistency across distributed sites.
- Inform support staff on assignments to ensure the curriculum management tool is accurate.
- Work with distributed sites to create consistent delivery model, tutor recruitment and outreach strategy.
- Build an effective working relationship with SAGE Director to develop recruitment strategies

**OSCE Coordination**:

- Acts as a resource, providing direction and guidance, to staff and faculty associated within the U of S; ensure all stakeholders have appropriate knowledge of OSCEs.
- Assist in the development and lead the implementation of all OSCE initiatives; this will involve intense collaboration with program staff at distributed sites.
- Work with Course Chair and distributed site teams to deliver Clinical Skills FIPE Reviews
- Deftly handles shifting priorities, multiple strict daily deadlines, multi-tasking, and problem-solving, to ensure OSCEs are standardized and finalized in a timely fashion; including session scheduling, recruitment of preceptors, preparation and distribution of materials, and work to inform appropriate support staff to ensure effective delivery of faculty payments.
- Ensure all OSCE information in One45 is accurate and complete and complete and assist administrative support staff with tasks where necessary.
- Manages and troubleshoots myr

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