JD #:

JD00991

Pay Grade:

6

Title:

Senior Education Program Associate

Unit/Project Description:

For Department use only.

The Department of Pediatrics at McMaster University and McMaster Children’s Hospital is home to over 200 pediatricians, scientists,
teachers, and trainees whose collectivemission is to improve the wellbeing of children and their families – both locally, and around the world.

We are proud to represent faculty who hold Canada Research Chairs, are members of tthe Order of Canada, and are national award-winning
teachers. Our members leverage their voices as child health leaders to support our communities and advocate for change so that all children,
regardless of health status, can experience a fulfilling life. Our administrators are valued team members and are critical to the success and impact
of our work.

Our Vision: A brighter path for every child and their family

Our Mission: Together, we lead to advance child and youth health. We are committed to patient-centred care, research, education, learning, and
advocacy. We strive for diverse representation, inclusive participation, equitable opportunities, and we address structural barriers to improve
healthcare outcomes. Our innovative work achieves global impact and enhances the well-being of all children and their families. We support the
welfare of our team members and engage with respect and accountability.

Values: We value compassion, collaboration, excellence, and innovation. We recognize it is our responsibility to create environments where all
people feel safe and supported.

We invite you to find out more about us by visiting our website: https://healthsci.mcmaster.ca/pediatrics

The Department of Pediatrics seeks a Senior Education Program Associate.  Working closely with the Pediatric Education Administration Lead,
and along with the Program Director(s) and the Clerkship Coordinator, you will be responsible for developing, planning, and maintaining the
efficient operation of the TTR (Transition to Residency) component of the clerkship curriculum in pediatrics.    You will also be the centralized
support for all Electives for learners within the department of Pediatrics.  The successful incumbent will provide support in all aspects of the
programs including the implementation and resource management, such as capacity gathering and ensuring all teaching sessions are filled.   
 

Additionally, this position will be responsible for special projects such as accreditation, new learner orientation, academic teaching sessions. 
This may include presenting and participating at events.  Please note that participation in before and after-hours events and meetings may be
required as well as occasional travel to other sites.

Job Summary:

Responsible for providing administrative support for an academic program or department, the Senior Education Program Associate plans and coordinates a variety of academic program or department events, projects and activities and is also accountable for monitoring the applicable project and event budgets and forecasting financial gains and shortfalls. Performs the duties of the position in accordance with established policies, procedures, and calendar of events, and is responsible for coordinating resident rotation schedules and a variety of educational events and other learning and research initiatives. Creates positive partnerships with preceptors, teaching units, clinics, sites, campuses, practices, and other support staff.

Purpose and Key Functions:

• Collect, analyze, assess, and summarize information relevant to the decision-making process and developing recommendations for final approval and implementation.
• Oversee the Canadian Residency Matching System (CaRMS) with the objective to match all available learner spots to ensure the viability of the program.
• Assist in implementing program software changes, electronic modules and program surveys. Complete regular reports on projects and events status to all stakeholders, leadership and support staff and ensure the project scope and project parameters are clear.
• Maintain, evaluate and continuously update projects and events including, but not limited to, electronic modules, curriculum updates, CaRMS and databases.
• Oversee and coordinate education events, tutorials, academic half days and other learning and research initiatives.
• Create, design and develop banners, presentations and other promotional materials for use at various events.
• Create financial projections for projects and events and adjust throughout the duration of the project and event.
• Monitor budgets and reconcile accounts, complete financial transactions including travel expense reports, advances, electronic cheque requisitions, purchase orders and journal entries.
• Ensure appropriate venues and catering are secured/provided and book transportation and audio-visual equipment as required.
• Delegate tasks appropriately to staff to assist with planning and coordinating events and activities.
• Make recommendations about future activities and events based on needs and results surveys.
• Facilitate various meetings and chair committees were applicable.
• Develop, plan, and coordinate rotation schedules for qualified residents at multiple sites.
• Facilitate the evaluation process for preceptors and students. Compile evaluation results and bring negative evaluations forward for review.
• Write a variety of documents including, but not limited to, correspondence and minutes.
• Respond to inquiries that are specific in nature and require a thorough knowledge of established policies and procedures.
• Maintain confidentiality of information.
• Set up and maintain filing systems, both electronic and hard copy.
• Update and maintain information in databases.
• Set up, use, and troubleshoot teleconferencing and videoconferencing equipment.

Requirements:

• 2-year Community College diploma in Business Administration, or related field.
• Requires 3 years of relevant experience.

Assets:

For Department use only.

• Robust self-care skills along with an ability to cope emotionally with encountering the themes of acute and chronically ill infants, children and youth

Additional Information:

• The successful candidate will demonstrate exceptional attention to detail, customer service orientation, excellent organizational skills.

Thorough knowledge of and experience in:

•  All policies, procedures and processes associated with undergraduate and postgraduate clinical electives and with clerkship within the MD program at McMaster University and external organizations, including, but not limited to; the Royal College and accreditation; PARO; AHD

• Must have excellent oral and written communication skills.

•  Minute taking

• Problem solving abilities, and the ability to manage competing deadlines effectively and efficiently are required. 

• General accounting procedures; in completion of web-based forms; MOSAIC

• Computer software programs – Skilled with using Microsoft Office Suite, including Office 365 and Outlook, WORD and Excel, Powerpoint;  Medportal, MEDSIS; is expected. 

• Virtual meeting coordination, using OTN, ZOOM and Microsoft TEAMS

• Experience with Call/Learners Schedules

• The ability to maintain strict confidentiality is essential

• This is a high volume, fast-paced environment and may require overtime at before or after-hours meetings and events

• Flexibility for ongoing hybrid onsite/(partial) remote work post pandemic