Job Description

Job Category: Administrative Support
:
This position is a part of the Non-Academic Staff Association (NASA).
This position has a term length of 2 years with the possibility of extension, and offers a .
Location - This role is in-person at North Campus Edmonton.
Working closely with the Electives Coordinator (physician academic lead) and under the supervision of the Team Lead Curriculum, this position supports MD program curriculum delivery with a primary focus on the administration of the MD program electives including maintaining electives information within Cally (Program Delivery and Curriculum Management System),and ensuring elective requirements are fully met. This position works directly with University of Alberta medical students in years 1 - 4 concerning all details of managing their electives, including those elective placements that are outside the University of Alberta.
Responsibilities:

• Provides support to the Electives Coordinator (academic lead), physician preceptors and the department administrators in coordination and management of electives for University of Alberta MD students.
• Working with curriculum administrators to schedule electives overview sessions to be provided to all MD students, years 1-4, including setting date/time/location, updating of materials, communicating with students, and organizing each session to be vodcasted and uploaded into Cally (Program Delivery and Curriculum Management System).
• Coordinate all aspects surrounding year 1 students / resident matching program. This includes provision of informational sessions and communications between students and residents, and keeping track of all booked and completed experiences.
• Management of all aspects of U of A student electives requirements, for MED517, 527, 547, 557, as well as Med518/Med528 (optional summer electives.)
• Provide all correspondence/communications to each medical student cohort and individual students (totalling approximately 700 MD students) with regards to management and completion of all elective requirements required for graduation.
• Ensure all students are properly registered in required electives courses (most especially optional summer electives courses to ensure that malpractice insurance is provisioned.)
• Work collaboratively with UME Data Specialist on various issues surrounding electives to ensure efficient operation of the Cally system.
• Routinely update electives information in the University of Alberta electives catalogue (within both the UME web pages and in Cally.)
• Create and update Years 1 - 4 elective reports and continually monitor to ensure students are meeting their elective course requirements.
• Upon request from other Canadian medical schools, verify information for our students in relation to confirmation of good standing; provision of malpractice insurance; provision of Police Information Check (PIC); and confirmation of any other requirements.
• Ensure that electives are fully entered into Cally with up to date preceptor information to ensure evaluations are issued electronically prior to the completion of elective.
• Manage ongoing correspondence with students regarding conflicts in schedule, preceptor information, elective scheduling and incomplete evaluations.
• Ensure that all preceptor evaluations are updated in Cally
• Provide support to preceptors, departmental administrators, and students with all aspects of their electives process.
• Provide requested elective information in relation to selection of student awards
• Support MD program administration and delivery
• Provide instructor and facilitator support

Qualifications:

• The ideal candidate will have a degree in education, communications, business administration, or related fields, with equivalent combinations of education and experience being considered.
• Strong ability to manage high volumes of data and experienced in working within databases
• Computer proficiency in office applications and electronic learning platforms.
• Exceptional organizational skills with the ability to multi-task and set priorities; excellent attention to detail.
• A minimum of 3-5 years office experience.
• Superior verbal and written communications, interpersonal, and relationship building skills.
• Strong commitment to client service and a professional and positive approach.
• Preference given to those with employment experience in medical education.

About Us:
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. .
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 belonging 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.
About the Team: The is one of the world's top academic health science centres. With 21 departments, multiple research institutes and centres, and a focus on excellence in education, research, and clinical care, the faculty trains outstanding medical and dental professionals and drives global health innovation in collaboration with partners across sectors.

Skills Required