Reporting to the Senior Clinical Director, Primary and Community Care, the Education Coordinator coordinates and supports the various education programs including, Undergraduate (medical students) Program (13+ students a year), Elective Medical Students, Residents, and Fellows, Postgraduate (Residency) Program (24+ residents per year), Faculty Professional Development Program, and The Quality Improvement Program.
This position requires a highly organized and detail-oriented individual who can manage multiple tasks, work collaboratively with team members, and provide exceptional administrative support to ensure the smooth operation of education and learner-related activities. This is an on-site position based at the St. Michael’s Hospital Academic Family Health Team location, 61 Queen St. East.
Duties and Responsibilities:
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- Administrative Support for Education Department:
- Provide support to the Undergraduate Program Director at SMH FHT
- Provide administrative assistance to the Education Department, including scheduling meetings and preparing agendas
- Works collaboratively with the Uof T Undergraduate Program
- Assist in organizing educational events, workshops, and conferences, including logistics, registration, and communication with participants.
- Maintain and update educational materials, resources, and databases.
- Coordinate the distribution of educational resources and information to staff and learners.
- Utilize innovative IT solutions to optimization communication and scheduling efficiencies.
- Support the coordination of medical learners (e.g., medical students) within the Family Health Team, including scheduling rotations, orientation, and learner accommodations.
- Organize, manage and track learner schedules, ensuring alignment with clinic operations and room availability.
- Serve as a point of contact for learners, addressing inquiries and facilitating communication between learners, preceptors, and other team members.
- Assist with onboarding and offboarding processes for learners, including the preparation of necessary documentation and access to resources.
- Room and Resource Management:
- Manage the booking of rooms and resources for educational sessions, meetings, and learner activities.
- Monitor and address room space challenges, ensuring that unanticipated learner needs are accommodated effectively.
Communication and Collaboration:
- Liaise with internal and external stakeholders, including the MD Program and Electives Office at UofT, clinical staff, and other department to ensure smooth coordination of education and learner activities.
- Overseeing facilitator recruitment for the Pre-clerkship Foundations Curriculum
- Collaborate with Interprofessional Education (IPE)
- Prepare and distribute communications, such as newsletters, announcements, and updates related to education and learner activities.
- Collaborate with the Education leads and Family Health Team members to identify and address any challenges related to education and learner activities.
- Attend DFCM Grand Rounds and Teachers’ Meetings, maintain attendance and provide CME letters to physicians/presenters
Documentation and Reporting:
- Maintain accurate records and documentation related to education and learner activities, including attendance, evaluations, and feedback.
- Assist in the preparation of reports, presentations, and other materials for education-related meetings and reviews.
- Ensure compliance with organizational policies and procedures related to education and learner activities.
- Collaborate and communicate effectively with clinic leadership, physicians, clinic staff and external stakeholders, providing support where required
- Effectively prioritizing work and facilitating clarification of priorities with Undergrad Education Program Director/manager, where required;
- Maintain accurate record of student supervision/teaching
- Maintain and update call schedule in SMH Locating system (WebX)
- Other duties as assigned.
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Minimum of 2 years of progressively responsible secretarial/administrative experience in a healthcare setting required
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Graduate of a recognized office Administration program
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Proven proficiency in the use of computers with advanced knowledge of Microsoft Word, PowerPoint, Excel, Outlook Electronic mail
- Experience working with personal health information and ability to work with clinical patient information systems (e.g. PS Suite EMR, Ocean) is an asset
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Excellent interpersonal and verbal/written communication skills.
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Ability to work independently and to manage competing workloads.
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Demonstrated ability to work co-operatively and in a team environment.
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Ability to employ highly organized and systematic work habits
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Ability to work independently and to manage competing workloads in a calm manner
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Demonstrated initiative and is a self-starter
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Demonstrated ability to problem solve and multi-task in a busy environment
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Demonstrated ability to prioritize work based on competing demands from multiple PCMs
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Demonstrates meticulousness and ability to perform self-checks for errors
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Knowledge of medical terminology would be a definite asset
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Demonstrated commitment to providing exceptional customer service
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Satisfactory attendance record.
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If you are an internal employee, please apply through the Intranet for your application to be considered.
