JD #

JD1410

Pay Grade:

6

Title:

Senior Education Program Associate

Reporting to the Clinic Director at Stonechurch Family Heallth Centre and the Manager of Education Operations, the Senior Education Program Associate (SEA) at Stonchurch Family Health Centre (SFHC) will provide education related administrative and clinical resident rotation scheduling, general clinic scheduling of clinicians, allied health, nursing and other staff, management of OSCAR schedules and templates, provide support to the various academic programs, learners, faculty and staff at MFP and within the  Department of Family Medicine (DFM).

The SEA will also support coordination of UG and PG learner experiences, a variety of academic unit, program or department events, projects and activities working with faculty, staff, and learners in a distributed model. 
The SEA will help facilitate processes across UG and PG programs related to competency based medical education and provide administrative support related to the teaching unit and resident education.

The SEA at SFHC creates positive partnerships with the preceptors and other health care providers in the teaching units, and the Department's central education administrative team. 

SFHC is a clinical teaching unit located at 1475 Upper Ottawa Street in Hamilton, Ontario.  It is affiliated with Hamilton Health Sciences and McMaster University. Over 90 multidisciplinary clinicians provide a full range of direct primary health care to approximately 20,000 patients, as well as to provide training to new family doctors and other health professionals.

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 maintains filing systems, both electronic and hard copy.
• Update and maintain information in databases.
• Set up, use, and troubleshoot teleconferencing and videoconferencing equipment.

Supervision:

Provide direction to others in how to carry out work tasks.

Requirements:

2 year Community College diploma in Business or related field.

Requires 3 years of relevant experience.

Assets:

Preference will be given to candidates with previous experience with CaRMS event planning and/or support, as well as working in a Competency Based Medical Education model.

The successful candidate has at least 3 years of experience working in an academic or clinical setting, experience working with medical residents and a distributed education model, and oversight of events planning, project coordination and implementation.  Additional competencies include: Experience working with university policies and procedures; experience in a healthcare/medical environment; demonstrated skills working in a team environment, proven leadership skills including training and delegation, demonstrated experience with various software applications including word processing, Excel, Access, Publisher, Outlook, OSCAR and  database management.  Experience using MedSIS system or equivalents is considered an asset.

The Senior Education Associate shares responsibility for modelling and supporting policies and practices that are aligned with DFM’s commitment to truth and reconciliation with Indigenous Peoples, to addressing the harms of racism experienced by Black and racialized communities and creating and sustaining an equitable, diverse and inclusive workplace for all.

Preference will be given to candidates who embody our values: Honouring and respecting ourselves and others, practicing creativity and courageous inquiry and action, and engaging one another with generous recognition of our interdependence.

Flexibility is necessary as the position may require the incumbent to work occasional early mornings, evenings and weekends.

Interviews may be conducted in person or remotely over Zoom. If a different interview format is more accessible for you, please indicate this in your application.

Some things to note about our office space:

• Our office building is on 1475 Upper Ottawa Street, Hamilton, and accessible via public transit.
• Our are all wheelchair accessible.
• Gender-inclusive washrooms are available on site.

The Department of Family Medicine also recognizes the impact of leaves (e.g. family care or health-related) that may have had an impact on your career path.  

You are welcome to share this information with us, and it will be considered when assessing your application in full to ensure an equitable approach.