Administrative Coordinator, Patient Care Rotations

Overview:
The Administrative Coordinator, Patient Care Rotations, is responsible for the day-to-day operation of patient care rotations, under the direction of the Experiential Coordinator. This includes supporting students and tracking their progress against requirements; supporting rotation sites, preceptors and Regional Clinical Coordinators; providing executive level support to the Experiential Coordinator, Patient Care Rotations. The Administrative Coordinator is a key individual in managing data for the purposes of quality assurance and accreditation purposes within the School of Pharmacy as it relates to rotations. To provide context, patient care rotations encompasses: PharmD students as they prepare, attend and complete their rotations (120 students each term; 360 rotations per year); placement sites (~400); Regional Clinical Coordinators (14) and preceptors (~300) across 14 regions in Ontario.

**Responsibilities**:
Support of Students
- Responsible for the collection, tracking, maintenance and retention of student documentation related to rotations; this includes pre-rotation requirements, like immunizations, CPR, WSIB
- Prepares course enrolment registration requirements for PHARM 430, 440 and 450 for bulk enrolment by the Undergraduate Affairs Office
- Responsible for the provision of information regarding rotation policies, practices and procedures; timelines; requirements; and assessment tools; includes pre-departure, introduction, and requirements sessions (in person and LEARN)
- Responsible for the PREP website, including content development and delivery (for students and preceptors)
- Coordinates the provision of pre-departure requirements, such as N95 mask fit testing and CPR renewal
- Meets regularly with the Experiential Coordinator, Rotations, bringing student issues to the fore, facilitating knowledge sharing, aligning priorities and general progress reporting

Support of Sites, Preceptors and RCCs
- Navigates relationships with sites and preceptors maintaining responsiveness and professional relationships
- Coordinates receipt and signing of site agreements, WSIB and insurance forms including, recording within experiential software
- Manages non-standard site agreements with UW Legal and Immigration Services, Finance, Safety Office and other departments
- Responsible for content development and delivery of information and resources for RCCs, including training RCCs to support preceptors (currently managed through a LEARN hub)
- Coordinates preceptor assessment submissions for PHARM 430, 440 and 450, creating a final grade spreadsheet flagging issues for review by the Experiential Coordinator, Rotations
- Tracks UW Library access for RCCs and preceptors by providing the necessary information to the Administrative Assistant
- Tracks regional (by Experiential Coordinator, Rotations) and individual (by RCC) site visits to ensure all sites are visited every two to three years
- Prepares and updates preceptor information packages communicating timelines as required
- Manages the onboarding and termination process of RCCs, working with the Administrative Assistant
- Navigates clinical site recruitment activities for RCCs, including liaising with corporate partners and outlining recruitment parameters
- Updates site specific pre-rotation requirements (e.g., confidentiality agreements, orientation manuals, site policies)
- Serve as Secretary to the RCC monthly meetings, drafting documents, speaking to issues, setting agenda and preparing minutes
Responsible for RCC onboarding through software access, individual meetings, training and support on a regular basis and, as required
- Meets regularly with the Experiential Coordinator, Rotations, bringing site, preceptor and RCC issues to the fore, facilitating knowledge sharing, aligning priorities and general progress reporting

Data Management
- Responsible for the rotations component of the learning management system (currently CORE ELMS) used by Rotations, Co-op and the CFFM Residency program, including: user training, general guidance, password resetting, troubleshooting issues, data entry and retrieval, reporting
- Responsible for coordinating with CORE ELMS on maintenance, improvements and updates to the system, as required
- Provides administrative support in preparing the rotations portion of the School’s accreditation self-study
- Assists with market research and needs assessment by providing metrics on a regular and as needed basis to the Experiential Coordinator
- Prepares cyclical reports (e.g., annual experiential feedback report, regional reports for RCCs), as required

Other Duties
- Coordinates Experiential Team meetings, on a rotating schedule with Administrative Coordinator, Co-op, CSL
- Serves as back up to the Administrative Coordinator, Co-op, CSL, as required
- Supports the experiential recognition plan
- Undertakes work on special projects and other duties as directed by the Experiential Coordinator, Rotations

Qualificati