Lead Education Program Coordinator

4 weeks ago

Hamilton, Ontario, Canada McMaster University Full time

Position Overview:

The Lead Education Program Coordinator is tasked with delivering comprehensive administrative assistance for an educational program or department. This role involves the planning and orchestration of various academic events, projects, and activities, while also being responsible for overseeing the associated project and event budgets, including forecasting financial outcomes.

The Coordinator executes responsibilities in alignment with established guidelines, procedures, and schedules, while managing resident rotation timelines and a range of educational initiatives. This position fosters collaborative relationships with preceptors, teaching units, clinics, campuses, practices, and support personnel.

Key Responsibilities:

Gather, evaluate, and summarize data pertinent to decision-making processes, providing recommendations for final approval and execution. Supervise the Canadian Residency Matching System (CaRMS) to ensure optimal matching of available learner positions, thereby sustaining program viability. Aid in the implementation of program software modifications, electronic modules, and program assessments. Regularly report on project and event statuses to stakeholders, leadership, and support teams, ensuring clarity in project scope and parameters. Maintain, assess, and continuously enhance projects and events, including electronic modules, curriculum revisions, CaRMS, and databases. Organize and oversee educational events, tutorials, academic sessions, and other learning and research initiatives. Design and create promotional materials such as banners and presentations for various events. Develop financial forecasts for projects and events, adjusting as necessary throughout their duration. Monitor budgets, reconcile accounts, and process financial transactions, including travel expense reports, advances, electronic requisitions, purchase orders, and journal entries. Ensure appropriate venues and catering services are arranged, along with transportation and audio-visual equipment as needed. Delegate tasks effectively to team members to assist in the planning and coordination of events and activities. Provide recommendations for future activities and events based on needs assessments and survey results. Facilitate meetings and chair committees as required. Develop, plan, and coordinate rotation schedules for qualified residents across multiple sites. Oversee the evaluation process for preceptors and students, compiling results and addressing negative evaluations for review. Compose various documents, including correspondence and meeting minutes. Address inquiries that require a thorough understanding of established policies and procedures. Uphold confidentiality of sensitive information. Establish and maintain both electronic and physical filing systems. Update and manage information within databases. Set up, operate, and troubleshoot teleconferencing and videoconferencing systems.

Qualifications:

A minimum of a 2-year Community College diploma in Business or a related field is required.

Candidates should possess at least 3 years of relevant experience.

Additional Insights:

The ideal candidate will have a minimum of three years of experience in an academic or clinical environment, with a background in working with medical trainees and a distributed education model.

Key competencies include: proven ability to work collaboratively in a team setting, experience with various software applications such as Word, Excel, Outlook, and database management, as well as demonstrated proficiency in using Microsoft Teams, Zoom, or similar technologies.

Familiarity with the MedSIS system is considered advantageous.

Preference will be given to candidates who exemplify our core values: honoring and respecting others and ourselves, fostering creativity and courageous inquiry, and engaging with one another through generous recognition of our interdependence.

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