Medical Education and Mandatory Training Coordinator

The incumbent for this role is responsible for supporting, monitoring and reporting employees’ compliance with all mandatory training and educational requirements (i.e. Violence in the Workplace, Safe Management Group, Emergency Preparedness, WHMIS, Attendance Support, Performance Appraisals etc.). The incumbent is also responsible for coordinating the Medical Learning program, including all activities related to supporting individual medical learners before and during their placements on site. Additionally, the incumbent will take lead for tracking program statistics and reporting on outcomes.

DUTIES AND RESPONSIBILITIES:

- HOSPITAL MANDATORY TRAINING AND COMPLIANCE- Monitors, tracks and trends relevant data to maintain database of mandatory education/program/certification for all employees to ensure compliance with legislative and organizational requirements
- Conducts, maintains and reports compliance with respect to mandatory education/program/certifications for management
- Work collaboratively with employees and managers to facilitate timely compliance of mandatory training/program/certification deadlines
- Coordinates database information and works in consultation with Human Resources, Occupational Health, Professional Practice, and other related departments
- Assists in developing and implementing plans and strategies to comply with organizational and legislative requirements
- Prepare and track compliance deviation reports
- Assist in the organization and efficiency of streamlining a variety of mandated training courses aligning with business objectives and employee due dates
- MEDICAL LEARNING PROGRAM- Scheduling, orientation of medical trainees
- Develop academic rotation schedules for medical trainees
- Coordinate schedules and orientation for all student placements, confirm rotation approvals and archive documentation
- Schedule and confirm preceptor assignments and availability
- Update and share curriculum/rotation objectives from Universities
- Process CPICs and develop hospital orientation schedules for medical trainee students, including
- Submit requests for IT access, keys and badge etc..
- Arrange for distribution of meal vouchers, processing of expense forms and travel allowance for (U of T medical trainees)
- Develop resident agreement letters (as outlined in the PARO agreement) for signature by

residents as part of their onboarding- Develop and prepare orientation folders
- Collect and archive all paperwork completed as part of the mandatory orientation
- Create parking expense forms as applicable and arrange for signature
- Primary contact for any logístical questions from medical trainees (Meditech etc.)
- Confirm assignments in MedSIS for U of T trainees and entry of didactic schedule information; and confirm assignments in POWER (residents)
- DIDACTIC SCHEDULES- Schedule all didactic sessions for each rotation block with teachers
- Arrange all logistics including room bookings and arrangements for standardized patient
- Distribution and collection of evaluation forms for didactic sessions
- OFFBOARDING- Provide notification reminders to all applicable services to end access
- Distribute student evaluation forms to medical trainees and preceptors (as applicable)
- Collect rotation evaluations from medical trainees
- Track all student evaluations and submit completed forms to the Universities (as applicable)
- Support collection of all hospital property from trainee (i.e. keys, badge, parking tags etc.)
- OTHER- Create monthly reports through TIME (# of days U of T medical trainees are supported)
- Create quarterly reports (MTD) (# of days for all medical trainees)
- Tracking annual summary of days/weeks each preceptor support medical trainees for academic merit awards
- Summarize evaluation feedback, compile and share with Dr. Klassen and Dr. Pham (frequency to be confirmed - every 3-6 months)
- Distribute teacher evaluations to preceptors (following the process agreed upon for distribution of the evaluations)
- Act as University liaison
- Primary point of contact for questions related to affiliation agreements and negotiation of new agreements (as applicable)
- Attend meetings for the site administrators (as applicable)
- Coordinate special events for the Research and Academics Portfolio as assigned (e.g. annual conference; Grand Rounds)
- Responsible to recognize and report patient, staff, and environmental safety issues, identify and implement preventative and corrective actions, within the scope of this role.
- Qualifications Required and Preferred- A college diploma in office/records management or equivalent, with 2 to 5 years of progressively responsible experience
- Previous experience in coordinating medical learner activities
- Previous experience in coordinating special events

EXPERIENCE
- Superior knowledge of Excel, Access, Outlook
- Excellent knowledge of Microsoft Office Suite
- Working experience in hospital environment would be an asset
- Meditech experience