Education Program Coordinator

Job Posting: Education Program Coordinator

Department of Ophthalmology

Position Title: Education Program Coordinator (EPC), Department of Ophthalmology

Reports To: Executive Director (administrative oversight) and Academic Program Director(s) (academic oversight)

Position Overview

The Education Program Coordinator (EPC) is a central member of the Department of Ophthalmology's academic team. Reporting directly to the Executive Director and Academic Program Directors, the EPC provides comprehensive administrative support to postgraduate trainees, undergraduate trainees, faculty, and program leadership.

This position is dedicated to academic program delivery. The EPC ensures smooth operations for the Residency and Fellowship Programs by coordinating registration, schedules, assessments, and recruitment, while supporting accreditation and academic events. As the primary administrative contact for trainees, the EPC plays a vital role in maintaining compliance with PGME/University requirements and promoting a supportive learning environment.

This position comes with paid vacation, stats holiday, and sick time off. However, benefits and pension are paid in lieu of.

Key Responsibilities

1. General Academic Program Administration

• Serve as the primary administrative contact for medical trainees, program coordinators, administrators, and external partners.
• Coordinate onboarding and reappointment processes, including hospital privileges, IT access, ID badges, and vaccination documentation.
• Support Residency Training Committee and Competence Committee meetings (logistics, minutes, documentation).
• Ensure all licensing and privileges are current and compliant with hospital and University of Ottawa requirements.
• Maintain resident and faculty handbooks; monitor relevant PGME and hospital policies.
• Provide guidance and referral to appropriate resources for trainee wellness concerns, in collaboration with Program Directors.

2. Scheduling

• Develop and maintain rotation, call, and elective schedules, in collaboration with Chief Residents.
• Manage scheduling platforms (One45, Webex for On-Calls) and update leave/absence records in line with PARO agreements.
• Ensure schedule equity, compliance with accreditation standards, and timely adjustments for absences.
• Coordinate medical student elective rotations and observerships

3. Accreditation & Program Operations

• Prepare documentation and support accreditation reviews (Royal College, CFPC).
• Compile and submit information into CanAMS and ensure compliance with accreditation standards.
• Facilitate evaluation cycles, program documentation, and Academic Coach/Program Director meetings.

4. Recruitment

• Oversee CaRMS process, including program materials, candidate communication, file reviews, and interview scheduling.
• Support recruitment of clinical fellows and subspecialty trainees.
• Support the implementation of educational initiatives, including UGME electives and observerships

5. Academic Activities

• Coordinate and support educational activities such as Academic Day Lectures, Resident Retreats, Research Day, OSCEs, and Simulation Sessions.
• Assist with Ophthalmology Grand Rounds, including attendance tracking and reporting.
• Liaise with partner institutions for hybrid/virtual delivery.
• Ensure AV/IT educational equipment is functional and available.

6. Assessment & Evaluations

• Manage resident evaluations, faculty feedback, specialty exams, and OSCE logistics.
• Support documentation and implementation of remediation plans as required.
• Maintain evaluation records and participate in site visits (e.g., NOSM Thunder Bay).

7. Finance (Education Programs)

• Support budgeting for academic activities
• Assist with PGME reporting specific to education program funds.

8. Liaison & Communication

• Act as the point of contact for education program inquiries.
• Liaise with PGME, University of Ottawa, Royal College, CFPC, CaRMS, CPSO, and other bodies as required.
• Prepare orientation materials, newsletters and recruitment content for academic programs.

10. Additional Responsibilities

• Participate in departmental education administration meetings.
• Manage academic communications and distribution lists within the Department.
• Perform other academic program-related duties as assigned to support the overall success of the education portfolio.

Qualifications

· Minimum 3 years' experience in medical education or academic administration.

· Strong written and oral communication skills in English and French.

· Excellent organizational, time management, and multitasking skills.

· Proficiency in Microsoft Office Suite and scheduling platforms (e.g., One45, Webex).

· Strong interpersonal skills and professional discretion.

· Demonstrated initiative, attention to detail, and problem-solving ability.

· Knowledge of postgraduate medical education systems and accreditation processes is a strong asset.

· Sensitivity to diversity, equity, and inclusion.

Application Process

Interested candidates should submit a resume and cover letter to Applications will be reviewed on a rolling basis until the position is filled.

Additional details:

Job Type: Full-time

Pay: $64,000.00-$82,000.00 per year

Schedule: 8-hour shift, Monday – Friday (in person)

Application Deadline: October 10, 2025

Expected Start Date: As soon as possible

Job Type: Full-time

Pay: $64,000.00-$82,000.00 per year

Work Location: In person