Job Description

This is a Regular Full-Time Opportunity
Type: Replacement
An exciting opportunity exists for a Regular Full-Time, Academic & Education Coordinator within the Department of Medicine at Women's College Hospital.
Summary of duties, but not limited to:
GIM Division Support

• Manages physicians' electronic calendars, organizes meetings, travel, conferences
• CV maintenance for DoM and granting agencies
• Supports physicians with continuing faculty appointment reviews, promotions and annual reports
• Arranges and supports divisional/departmental meetings (agenda preparation, minute taking) as needed
• Prepares of power-point presentations for DoM faculty as needed
• Assists with preparation and processing of fellowship applications
• Liaises with Medical Affairs regarding hospital privileges and prepares paperwork for academic appointments
• Liaises with the Department of Medicine at the U of T, WCH Medical Education and the Directors of the undergraduate education program at WCH
• Prepares student orientation packages
• Arranges and records attendance at rounds (including maintenance of certification)
• Prepares clinic schedules for clerks and residents, including electives
• Distributes, collects and forwards teaching evaluations from clinic supervisors to appropriate University of Toronto office
• Maintains records of student placement with supervisors/clinics and track evaluation process
• Provide back up for GIM on call scheduling and trainee placement schedules
• General administrative support as needed

Medical Grand Rounds and Subspecialty Rounds:

• Liaise with round Chair, speakers, coordinators, staff about participation and scheduling of rounds
• Manage all aspects of rounds: notifications, catering (ordering and payments), A/V, room booking/set up, evaluations and attendance, preparing and distributing Zoom links

Trainee Scheduling:

• Coordinate ambulatory rotation scheduling at the undergraduate and postgraduate levels
• Liaise with the University of Toronto (U of T) and coordinators regarding undergraduate and postgraduate trainee placement, critical dates and vacation requests
• Maintain master schedules of Department of Medicine (DoM) clinics
• Maintain records of student placements with supervisors/clinics
• Administer supervisory listings on POWER and MedSIS, assign lead supervisors as required
• Distribute and collect teaching evaluation forms and/or assist with the online evaluation process
• Liaise with U of T to organize staff participation in undergraduate exams
• Coordinate orientation of trainees: registration; EPIC enrollment; network access; prepare trainee schedules and packages, including orientation documents etc.
• Work closely with CMR to schedule monthly teaching sessions, disseminating information to coordinators and trainees, and collating evaluations

Acute Ambulatory Care Unit (AACU) On-Call Schedule:

• Maintain and manage General Internal Medicine (GIM) on-call schedule: coverage requests; log shifts; record data in excel SPOK, and department intranet page
• Maintain clinical associate contact list and provide the Director and AACU with updates
• Schedule core residents, Chief Medical Resident (CMR) and fellows on GIM on-call schedule
• Prepare accurate requisitions for clinical associates and physicians monthly and ensure timely submission for payment

Credentialing:

• Manage all aspects of clinical associate annual credentialing renewals and maintain records
• Liaise with Finance, Communications and IT to set up new on-call physicians

Other responsibilities:

• Education committee: provide support, schedule meetings, take minutes
• Education awards: oversee the process, update nomination forms, prepare packages, letters and certificates for nominees and awardees
• CMR Interviews: liaise with U of T and interview committee to set up interviews
• DoM fellowship applications: liaise with U of T fellowship office to obtain appropriate fellowship application package, administer application on U of T OATS system, arrange clinical associate appointment, liaise with Physician in Chief (PIC) and Division Head/ fellowship supervisor, regarding contract obligations, education goals, citizenship status, university affiliation, etc.
• Maintain department clinic teaching activity records and generate reports as requested
• Recruit DoM physicians to participate in undergraduate (CBL and Clinical Skills for Year 1 and 2 medical students, clerk subspecialty rounds) and postgraduate (Family Practice AHD) teaching
• Maintain physician WebCV and Common CV, and extract data for the Annual Activity Report

Qualifications/Skills:

• University or College education required
• 3 years related experience in a hospital/academic/university environment an asset
• Previous experience in educational administration preferred
• Outstanding written and verbal communication skills
• Must have excellent organizational and administrative skills with strong attention to detail
• Well-developed skills in the Microsoft suite of products
• Ability to work well in a deadline-oriented environment
• Strong multi-tasking, time and project management skills
• Comprehensive knowledge of health care, organizational/office practices, procedures and standards required
• Ability to produce high quality work in accordance with Hospital/University standards required
• Ability to maintain confidentiality required
• Experience with Web CV and CV preparation for granting agencies
• Knowledge of POWER an asset
• Exceptional communication and interpersonal skills, including the ability to concisely process, synthesize and verbally communicate in an efficient manner
• Good work and attendance record required
• Demonstrated WCH vision mission and values
• Professional behaviour and communication that meets the standards of the professional regulatory college or association, as applicable and the standards of Women's College Hospital.
• This position plays a critical role in acting as an advocate for safety and will demonstrate principles, practices and processes that will optimize a safe environment for all.

Skills Required