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Medical Education Associate

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Oshawa, Canada Lakeridge Health Full time

**Medical Education Associate** - Department:_ Medical Residents - Program:_ Medical Affairs - Status:_ Regular Full Time 8 Hour Shifts, Days Schedule (Subject to Change) - Location:_ Oshawa - Wage Schedule:_ $28.960 - $39.390 per hour - File Number:_ 2500002770 **JOB SUMMARY**: The Medical Education Associate works collaboratively with the appropriate individuals (Trainees, Preceptors, Education Leads, Staff, Leadership, etc.) to co-ordinate and support Medical Trainee placements across Lakeridge Health (LH) and ensure the efficient and effective operation of the Academic Affairs portfolio. The Medical Education Associate is responsible for the administration of a comprehensive range of medical education processes that ensure and support due diligence around integration, liability, accountability, risk management and evaluation. The Medical Education Associate works cooperatively with LH Staff and academic agencies to coordinate, manage, develop, and improve education opportunities, prioritizing on an ongoing basis to meet strict deadlines. The role is the operational liaison with internal & external contacts (Trainees, Preceptors, Education Leads, Academic Partners, Agencies, etc.) regarding the medical education program and related issues. **DUTIES AND RESPONSIBILITIES**: Facilitation of Medical Trainee Rotations " Collaborate with academic partners to receive, review, and assess medical trainee rotation and elective requests against available capacity. " Match requests with physician preceptors and ensure balanced, equitable scheduling across programs and sites. " Develop and maintain a master rotation schedule for all medical trainee placements. " Upload and verify confirmed rotations in the hospital's electronic onboarding system (e.g., NirvSystem), ensuring prerequisites are completed before start dates. " Follow up with trainees regarding outstanding requirements, expired documentation, or failed verification. " Respond to inquiries from trainees, faculty, and academic partners regarding placement processes, requirements, and updates. " Alert the Manager when departmental or system changes affect capacity or require adjustments. " Support change management initiatives related to medical trainee integration (communications, IT/badge access, infrastructure, stakeholder engagement). Communication and Liaison " Maintain effective communication with preceptors, physician leaders, Medical Affairs, Occupational Health, IT, IPAC, Finance, and other hospital departments. " Serve as liaison between academic institutions and hospital departments to ensure smooth information flow and resolve issues. " Build and sustain relationships with academic partners, medical trainees, clinical leaders, and external stakeholders (e.g., recruitment task forces, clinics). " Work with the Manager to identify and prioritize trainees in high-demand specialties that may support recruitment strategies. Documentation and Record Keeping " Validate and reconcile preceptor assignments and trainee placements. " Coordinate with academic partners on payment of preceptor stipends and reconciliation of trainee records. Orientation and Training " Coordinate and deliver standardized orientation sessions across all sites. " Ensure trainees are informed of hospital policies, systems (e.g., OASIS), and required onboarding materials. " Maintain and update orientation resources and onboarding content. " Support exam coordination and invigilation when required. Problem Resolution and Learner Support " Ensure trainees know how to report concerns and collaborate with Academic Affairs leadership to resolve issues. " Promote learner wellness and connect trainees with appropriate supports, (i.e., Regional Learner Advocate). " Escalate concerns from trainees or preceptors to the Manager as appropriate. Quality Improvement " Monitor capacity, placements, and scheduling data to anticipate pressure points. " Collaborate with academic partners and internal committees to adjust scheduling and support layered learning models. " Gather and review feedback from trainees and preceptors to identify opportunities for program improvement. Regulatory Compliance " Ensure adherence to relevant standards, policies, and regulations (e.g., PARO, CPSO requirements, hospital policies). " Coordinate with academic partners to secure necessary university appointments or affiliations for out-of-province learners. Data Analysis and Reporting " Prepare summary reports for committees and leadership on trainee activity and capacity. " Track and submit required metrics (e.g., Medical Trainee Days) to the Ministry of Health. " Process financial transactions related to trainee programs, including preceptor and administrative payments. Professional Development " Stay current with best practices, regulatory updates, and innovations in medical education. " Engage in ongoing professional development to enhance skills in learner support, program coordination, and academic adm