Job Description

Description
This position is a part of the Non-Academic Staff Association (NASA).
This position offers a .
Location - This role is in-person at the Northwestern Polytechnic Health Education Centre in Grande Prairie.
Working at the University of Alberta
The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Metis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.
The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.
Your work will have a meaningful influence on a fascinating cross-section of people - from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. .
Working for the Northern Alberta Medical Program
The Northern Alberta Medical Program (NAMP) offers medical students the unique opportunity to complete their education in Grande Prairie and communities across northern Alberta.
Students will gain hands-on experience in northern communities while earning their MD from the University of Alberta. NAMP is hosted by Northwestern Polytechnic (NWP) in Grande Prairie, AB. NWP and U of A will welcome the first cohort of medical students in Fall 2025.
Funded by the Government of Alberta, NAMP is part of a broad provincial strategy to improve healthcare in the North and address physician shortages in underserved areas.
Research shows that students who train in rural and regional settings are more likely to practice there after graduation. By educating future physicians in northern Alberta, NAMP aims to improve access to healthcare across the region.
Position Summary
Under the guidance and supervision of the Curriculum Team Lead for Pre-clerkship, the Curriculum Administrators are members of the Faculty of Medicine & Dentistry's Northern Alberta Medical Programs (NAMP) administrative team. These roles encompass all aspects of the pre-clerkship Curriculum Administration for the Northern Alberta Medical Program (NAMP). These positions collaborate closely with the Curriculum Administration Team at the Undergraduate Medical Education (UME) program office at the University of Alberta, the NAMP Faculty Curriculum Directors and Leads, the Regional Academic Lead, and other NAMP and Northwestern Polytechnic (NWP) Faculty and Staff.
These positions are based in Grande Prairie at the Northwestern Polytechnic Health Education Centre, located in the Grande Prairie Regional Hospital.
Duties
Course Preparation

• Prepare and manage course schedules, including revisions, room assignments, small group creation, and student schedules.
• Coordinate Longitudinal Community Experience (LCE) activities, track attendance, and ensure accurate course information for students and faculty.
• Support the recruitment of preceptors, faculty, and patients for physical exam sessions, communication training, site visits, and shadowing experiences.
• Organize small group sessions, liaise with site contacts for external visits, and notify students of session details.
• Compile and upload course materials, schedules, and evaluations into the Program Delivery Management System.
• Ensure copyright compliance for course manuals, arrange textbook purchases, maintain web pages, and coordinate session materials needed outside the university.

Equipment Booking and Room Scheduling

• Coordinate audiovisual equipment setup, troubleshooting, and maintenance.
• Ensure teaching rooms are stocked, cleaned, and ready for use.
• Manage room bookings for small group sessions, labs, and special events.
• Ensure timely upload of vodcasts and procure simulator and lab supplies.

Ongoing Support to Course Coordinators, Instructors, Facilitators (Tutors) and Students

• Collaborate with Course Coordinators to finalize course schedules, anticipate potential issues, and organize course committee meetings.
• Act as the primary contact for room, equipment, and logistical concerns, providing ongoing feedback and troubleshooting during course delivery.
• Confirm instructor availability, coordinate teaching schedules, and send calendar invites with session details.
• Collect and upload course materials, follow up on teaching assignments, maintain lecture recordings, and resolve scheduling or evaluation issues.
• Assist with recruitment, assign, and coordinate tutors for small group sessions, ensuring proper orientation, material distribution, and troubleshooting any cancellations or session changes.
• Organize tutor meetings, track teaching contributions, and liaise with coordinators to update tutor guides and supplemental materials.
• Ensure students have access to course materials, lecture recordings, and important updates through the Program Delivery Management System and class communications.
• Address student concerns, process invoices for room bookings, and facilitate communication between students, audiovisual (AV) reps, and program staff.

Accounting Responsibilities

• Process payments for instructors, facilitators, and standardized patients (if applicable).
• Manage other financial transactions, including ordering supplies, parking, and gift certificates.
• Resolve any payment issues and reconcile expenditures and monthly statements.

Meeting & Orientation Support

• Coordinate logistics for administrative meetings, and leadership forums by scheduling and sending invitations, taking meeting minutes and communicating any action items.
• Organize training sessions, and other events by, securing venues, arranging catering, and assisting with audiovisual set up.
• Ensure smooth execution and follow-up for all events.

Minimum Qualifications

• Post-Secondary Degree in Education or Business Administration required; a combination of education and/or experience will be considered.
• Professional written and oral communication skills.
• Ability to work in an ambiguous environment.
• Strong multi-tasking skills: should have the ability to be flexible and adaptable in a complex environment and possess strong problem-solving skills and decision-making within a larger team.
• Must be able to work independently and in a team environment.
• Possess adept time management and organizational skills, including the ability to prioritize and accurately complete tasks independently.
• Have excellent technical skills (computers and other office machines), including aptitude in MS Word, Excel, PowerPoint, Google Calendar, Google sites, Google Apps; familiarity with Cally, assess.med, exam.med, and ability to learn new software platforms as necessary.
• A strong technical knowledge and ability to teach others is required to manage the increased complexity in course design and software used for curriculum management (Cally).
• Problem-solving skills are required daily to administer the course and use software.

Preferred Qualifications

• 3+ years of administrative experience in a health or academic environment is an asset.
• Medical Terminology and the understanding of the basics of health professions education is considered an asset.
• Event planning experience would be an asset with respect to prioritization of multiple tasks and being able to complete all of them prior to deadline.

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.
We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.
All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms-physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of inclusivity and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.
The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Metis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.
L'Universite de l'Alberta s'engage a creer une communaute universitaire ou chaque personne se sent valorisee, ou les obstacles a la reussite sont elimines et ou des connexions enrichissantes peuvent se developper. Nous accueillons les demandes de toutes les personnes qualifiees. Nous encourageons les femmes; Premieres nations, Metis et Inuits; membres des groupes minoritaires visibles; personnes handicapees; personnes ayant une orientation sexuelle ou une identite et une expression sexospecifique; et tous ceux qui peuvent contribuer a la diversification des idees et a l'universite a postuler.
Note: This opportunity will be available until midnight September 15, 2025, Edmonton, Alberta local time.