Medical Education Program Administrator - Jobs in Edmonton, AB

Job Description

MED AnesthesiologyPainMedicineCompetition No. - S104449182Posting Date - Dec 14, 2022Closing Date - Dec 23, 2022Position Type - Full Time - Operating FundedSalary Range - $50,425 to $68,486 per yearGrade - 08Hours - 35This position is a part of the Non-Academic Staff Association (NASA).This position has an end date of June 30, 2024 and offers a comprehensive benefits package which can be viewed on our Benefits Overview page.LocationThis role is hybrid with a mix of remote and in-person at North Campus Edmonton.Working for the University of AlbertaThe University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.Your work will have a meaningful influence on a fascinating cross-section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.Department/Faculty SummaryThe Department of Anesthesiology and Pain Medicine, within the Faculty of Medicine & Dentistry, is a growing research and education-focused Department, currently consisting of 6 Full-Time and 2 Special-Continuing Academic Faculty and over 200 Clinical Faculty across four teaching hospitals. The Department has a fully accredited Royal College of Physicians and Surgeons of Canada residency program and a well-developed subspecialty fellowship program. The Department also offers a clinical experience to medical students and residents from other training programs during their elective anesthesia rotations. Research groups within the Department are involved in clinical trials that span a wide spectrum of perioperative and pain medicine. The Departments research strengths are in the areas of neuro-immune contributions to chronic pain states; the neurobiology of pain; prenatal iron deficiency; mechanisms of myocardial protection and ischemia-reperfusion injury; nutritional support and immunometabolism; chronic post-surgical pain and persistent opioid use; psychological interventions and pediatric chronic pain; regional anesthesia and postoperative outcomes.Position SummaryThis position collaborates closely with a second Medical Education Program Administrator (MEPA) and a Program Director and Assistant Program Director of the Residency Program and other Clinical Academic Colleagues who help provide leadership to the undergraduate and postgraduate medical education programs within Anesthesiology and Pain Medicine. This position works both independently and within a team structure to administer the many detailed and complex tasks and projects required of this position. This position requires high-level communication, organizational and interpersonal skills. Equally important, the individual in this position would have the ability to take initiative, be creative, and thrive in a highly demanding and fast-paced environment. This position requires a detailed working knowledge of the requirements for residency training and possess excellent interpersonal and multi-tasking skills. This position requires a diplomatic and proactive individual capable of working with a great deal of autonomy.DutiesProgram Administration (80%)Course Administration:

• Responsible for the efficient day-to-day operation of a large residency program (38 residents).
• Organize and coordinate resident orientations.
• Develop and maintain residency program training manuals.
• Primary contact and resource for the program addressing resident and faculty inquiries and concerns.
• Completes all program elective paperwork (outgoing) for the Postgraduate Medical Education (PME) office, Colleges of Physicians and Surgeons and others.
• Verifies and tracks resident letters of engagement.
• Drafts and prepares correspondence and reports.
• Organizes program awards; nominations, notifications, purchases and payments.
• Registers trainees for online curriculum programs and educational activity tracking programs.
• Prepares PowerPoint presentations for events.
• Maintains confidential and complete resident files via an electronic-based system; creates for new residents. Closes graduate files ensuring graduation certificate is present and complete rotation list is downloaded.
• Corresponds with residents, faculty and others via phone and email.
• Completes month-at-a-glance electronic calendar.
• Manages Program Directors’ calendars for academic activities.
• Respond to requests from PGME, PARA and Royal College.
• Distribute information received from PGME, PARA and Royal College to the program director and residents as required.
• Maintained training program resident records and files.
• Coordinate and arrange meetings for the program director with residents.
• Coordinate twice-yearly performance reviews between the program director and the residents and ensure all paperwork is submitted to the FOMD PGME office.
• Administer In-training Evaluation Reports and training certification process.
• Independently draft or prepare correspondence from the program office.
• Administer incoming e-mail as it relates to residency training.
• Coordinate distribution and return of education resource materials and dissemination of notices for rounds and seminars, awards, research and conference events.
• Attend internal and external workshops and conferences for professional development.
• Schedules, and coordinates didactic half-day seminars, Journal Club meetings, CanMEDS Seminars.

Scheduling Process

• Processes vacations, conferences and other absences for residents (including off-service residents), and enters data into electronic.
• Google drive schedule and into one 45 Coordinates rotation scheduling for all residents for Program Director review and approval of service rotation scheduling (approx. 100 per year).
• Scheduling of incoming and outgoing postgraduate electives.
• Assist in scheduling rounds and teaching sessions.
• Assist in scheduling and material preparation for lectures and small group sessions.
• Sets up resident on-call timesheets and distributes them to chief residents prior to the end of each block (every 4 weeks); follows up on missing timesheets.
• Adds resident contact information to Google doc rotation schedule.

Evaluation and Examination Process

• Administers trainee evaluation process.
• Maintains web-based multi-source feedback evaluations by distributing evaluations, monitoring receipts and follow-up.
• Register residents for written exams, invigilate exams and ensure dissemination of exam results to residents where required.
• Schedules, coordinates and proctors Multiple Choice Questionnaire (MCQ), short answer and oral examines.
• Assists in the coordination of resident Objective Student Clinical Examination (OSCE).
• Coordinate exam process for oral exams.
• Scheduling of various written examinations in-house.
• Prepares examination materials with input from the program director and other faculty.
• Responsible for accurate completion of applications and adherence to deadlines for the American Board of Anesthesiology In-Training yearly examination; determining percentiles, statistics and reimbursement of fees.
• Prepares master spreadsheet with EPA completion stats and other program requirements for training for each resident at the end of each block (4 weeks).
• Administration of Web Eval (online medical education program for assessment, evaluation and scheduling) including ensuring photos, contact and personal information for residents is up to date.
• Compile data and organize resident records for 6-month evaluations with the program director.
• Maintain web-based evaluations by distributing evaluations, monitoring receipts and following up.
• Collect and disseminate staff evaluations.
• Maintain rotation evaluation assessments via a web-based system.
• Prepare, distribute and compile statistics on rotation evaluations.

Committee Meetings

• Prepare agendas/minutes for Residency Program Committee (RPC).
• Prepare agendas/minutes for Education Committee meetings.
• Coordinate, organize and attend committee meetings.
• Ensures follow-up on action items and deadlines are met.
• Arranges and attend resident retreat organizational meetings.
• Arranges attendance and minute CaRMS Committee Meetings for resident recruitment.

Communications/Public Relations

• Primary contact and resource for Programs, Program Directors, Postgraduate Medical Education (PGME), Undergraduate Medical Education, Professional Association of Residents of Alberta (PARA) and the Royal College of Physicians and Surgeons of Canada
• Liaises with medical equipment representatives for educational support of activities
• Coordinates table displays and information for medical students interested in Anesthesiology residency programs at the Annual Residency Fair

Financial

• Monitors and balances educational grants, and ensures each resident uses their allocated amount.
• Administration of travel claims from residents ensuring all UofA policies and procedures have been adhered to.
• Supports Program Director with resident pre-approval requests for funding.
• Assists residents with questions regarding the preparation of their financial claims.
• Review and submit resident on-call timesheets for payment for each rotation every block, ensuring on-call regulations are followed.
• Assist the program director with an evaluation of the faculty for the annual PGME clinical teaching payments.
• Review and send resident on-call time sheets for pay stipends to AHS Medical Affairs for each of the blocks per academic year, and follows up on missing timesheets.

Accreditation (5%)

• Assists with the creation of accreditation materials for internal and external review.
• Coordinate internal reviews (University of Alberta) and External reviews (RCPSC) for the program.
• Work with the program director to prepare the agenda.
• Distribute the agenda for accreditation to all participants.
• Schedule meetings, book rooms and arrange catering for accreditation meetings.
• Prepare and organize accreditation binders for surveyors.
• Primary contact and resource for the accreditation process.
• Obtain medical information, teaching faculty lists and any other documents required for backup for accreditation.
• Obtains medical statistics, grant information research, teaching faculty lists and publication data for inclusion in accreditation documents.
• Formats, edits, updates, reviews, and uploads accreditation documentation to the new electronic accreditation system.
• Coordinates daily surveyor agenda to include meetings with Faculty, Residents, Chair, Program Director and Residency Program Committee, members.
• Ensures the smooth running of the day.

Resident Recruitment (10%)

• Prepare information for a program director for the residency fair for medical students and act as a contact and resource for the Canadian Residency Matching Service (CaRMS).
• Collaborates with Residency Program CaRMS committee for organization.
• Annually updates CaRMS website with program information, and assigns security level to file reviewers.
• Recruits faculty file reviewers and interviewers for the day.
• Assembles file reviewers into teams assigns medical student files to be reviewed, and ensures confidentiality agreements are signed.
• Recruits Faculty file reviewers and interviewers for the day.
• Recruits resident interviewers and tour guides for the day.
• Be present on interview day to ensure smooth running of the interview process coordinate and schedule interviews for resident matches (notifies successful applicants of interview, assign interview time, collect RSVP’s for social activities, book meeting and interview rooms, request catering).
• Prepares website for file reviewers and interviewers – applications, photo sheets, scorecards.
• Updates website information for candidates.
• Attends recruitment events, and assists with set-up and coordination of functions.
• Attends the rank-order meeting to minute and assist interviewees with reviewing applicant information.
• Enters the rank-order meeting list into the CaRMS website and ensures accuracy prior to submission to CaRMS.
• Creates e-files for matched applicants, and forwards applications to PGME Office to initiate offer letters.
• Sends welcome letters to all matched applicants, and informs residents/faculty of the match.
• Liaises with program offices across Canada to set up interview time schedules.
• Manage the Alberta International Medical Graduate process – arrange for review of files, interviews, scheduling, and evaluations.
• Prepare, distribute and compile statistics on staff physicians and residents (city-wide) which can be used for promotion purposes on a yearly basis.
• Ensure information on the CaRMS website for residency program in accurate and up to date.
• Compile all CaRMS application packages for interviews.
• Support CaRMS interview process by scheduling interviews, maintaining applicant lists, catering, room bookings etc.
• Secures interviewer assessment paperwork and follows FOIPP guidelines.

Other Administrative Responsibilities (5%)

• Provides ongoing maintenance of the Program Administrator Manual for this position.
• Provides vacation / leave back-up for another MEPA when away.
• On the Department Research Day planning committee.
• Works as a team player in the Department of Anesthesiology & Pain Medicine and assists others as required.
• Performs other duties as required.

Minimum Qualifications

• Postsecondary degree in a relevant discipline preferred; minimum post-secondary secretarial/business administrative certificate. An equivalent combination of education and experience will be considered.
• 3-5 years experience in a medical and academic environment with extensive involvement in post-secondary educational procedures at an administrative level.
• Excellent command of English grammar and proofreading skills.
• Good judgment and discretion in dealing with confidential matters.
• Proficiency in MS Microsoft applications (Word, Excel, PowerPoint), familiarity with WebEval program, DASH.med,cbme.med, one45, various virtual platforms an asset, scheduling software.
• Familiar with Google Apps (Mail, Drive, Docs, Sites, Calendar, Meet).
• Highly developed organizational and problem-solving skills and interpersonal skills.
• Excellent communication (oral and written); accuracy and attention to detail, experience taking minutes.
• Knowledge of University of Alberta and University of Alberta Hospital policies and procedures.
• High level of tact and discretion; must be able to maintain absolute confidentiality.
• One year of on-the-job training is required to learn the basic essential skills for this position.

Preferred Qualifications

• Medical terminology is a definite asset.

How to ApplyNote: Online applications are accepted until midnight Mountain Standard Time of the closing date.We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.The University of Alberta is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage women; First Nations, Métis 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.Quick Apply

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