Medical Education and Scheduling Coordinator

3 weeks ago

Halifax Regional Municipality, Canada Dalhousie University Full time
Job Summary

The Department of Family Medicine is one of the largest and most complex clinical science departments within the Faculty of Medicine and is dedicated to excellence in patient care, teaching, research, and administration within the discipline of Family Medicine in a distributed learning environment (across three provinces). Reporting to the Halifax Site Postgraduate Administrator, with on-site direction provided by the Assistant Site Director – South Shore, the Medical Education and Scheduling Coordinator will work from the Queens General Hospital in Liverpool with connection and occasional work from the Fishermen’s Memorial Hospital in Lunenburg as well as the South Shore Regional Hospital in Bridgewater, Nova Scotia, and will act as the first point of contact, primary resource and scheduler for the department’s South Shore Residency Program.

Key Responsibilities

Receive and respond to resident and student inquiries, problems and requests by email, phone and in-person including queries around scheduling and resident time off request process. With support from the Residency Scheduler and Halifax Site Postgraduate Administrator, design and facilitate all aspects of the resident clinical learning experience scheduling, including communication and distribution for learners at the South Shore site. Perform general administrative duties for the Halifax Site residency program including filing, formatting and distributing a range of documents correspondence, reports, memoranda, handouts, presentations, minutes), maintaining electronic and hardcopy records and files, and scheduling meetings. Participate in the planning and organization of various program and site special events such as but not limited to orientation, graduation, as well as other events. Assist with follow up on evaluation or survey results and recommend improvements/changes. Process and enter all resident time off requests for the full Halifax Site program. Approve standard requests as applicable per established guidelines and forward non-standard requests for approval. Ensure all requests fall within learning requirements and appropriate staff are aware of absences. Ensure all medical education IT equipment used by the South Shore FM program for curriculum and other virtual meetings/events is operating/functioning well. Serve as the site’s Family Medicine program expert on the operation of required equipment and software.

Note

Work hour flexibility will be required. Hours of work will be determined based on operational needs, however, these may vary within the normal working hours of 7:00 am – 6:00 pm depending on workload and meeting requirements. In addition, scheduled events periodically will require working outside of regular working hours with advance notice.

Frequent in-person attendance at meetings in Halifax will be required as well as periodic in-person attendance at other locations within the Maritime provinces.

Scheduling and compensation will be in accordance with the collective agreement.


The successful applicant will be eligible for hybrid work (combination of in-person work in office and remote work) as agreed by all parties based on operational requirements and university guidelines.

Required Qualifications

Business/Office Administration diploma plus approximately three to five years’ relevant work experience (or equivalent combination of training and experience). Strong interpersonal and communication (verbal and written) skills. Excellent organizational skills and attention to detail including the demonstrated ability towork independently, multi-task and use initiative in both a self-directed and team environment. Strong computer skills, including webinar and online conferencing systems Zoom, MS Teams),database management software, MS Office suite (Excel, Word, Access, PowerPoint, Outlook), and Adobe Acrobat with the demonstrated ability to learn new software programs. Access to reliable transportation .

Assets

Advanced experience in MS Excel. Previous experience with or knowledge of Brightspace, DalMedix, One45, hospital IT systems, and/or experience dealing with remote technologies and IT matters. Experience in a medical environment and/or knowledge of Dalhousie Medical School.

Job Competencies

The successful candidate is expected to demonstrate proficiency in Dalhousie’s core competencies in particular:

- Self-Awareness & Professionalism
- Respect & Inclusion
- Adaptability
- Knowledge & Thinking Skills
- Communication

Additional Information

Dalhousie University supports a healthy and balanced lifestyle. Our total compensation package includes a defined benefit pension plan, health and dental plans, a health spending account, an employee and family assistance program and a tuition assistance program.

Application Consideration

Bargaining unit employees (NSGEU local 77) are given priority consideration and will be notified on the status of their application following assessment. All other applications will be considered when there is no qualified candidate from the bargaining unit.

We sincerely appreciate all applications and note that only candidates selected for an interview will be contacted directly by the hiring department or Human Resources.

Diversity Statement

Dalhousie University commits to achieving inclusive excellence through continually championing equity, diversity, inclusion, and accessibility. The university encourages applications from Indigenous persons (especially Mi’kmaq), persons of Black/African descent (especially African Nova Scotians), and members of other racialized groups, persons with disabilities, women, persons identifying as members of 2SLGBTQIA+ communities, and all candidates who would contribute to the diversity of our community.

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