Program Coordinator (Enhanced Skills and Scheduling Coordinator)
Job ID: 41876
Faculty/Unit: Schulich School of Medicine & Dentistry
Department: Department of Family Medicine
Employee Group: UWO Staff Association
Appointment Type: Continuing
Appointment Status: Regular Full-Time
Salary Ranges
Pension
Benefits
Classification & Regular Hours
Hours per Week: 35
Salary Grade: Level O
About Western
Western University delivers an academic experience second to none. Western challenges the best and brightest faculty, staff and students to commit to the highest global standards. Our research excellence expands knowledge and drives discovery with real-world application. Western attracts individuals with a broad worldview, seeking to study, influence and lead in the international community. Since 1878, The Western Experience has combined academic excellence with life-long opportunities for intellectual, social and cultural growth in order to better serve our communities.
About Us
The Department of Family Medicine specializes in training comprehensive family physicians and future leaders in family medicine. This is done through a highly adaptable program that includes tailor-made curriculum and educational programs for residents.
The Family Medicine Postgraduate Program is one of the largest programs at the Schulich School of Medicine & Dentistry, consisting of over 180 residents conducting their core residency training at 13 different sites across southwestern Ontario and 22-24 Residents training in 9 Enhanced Skills Program. This is supported by over 800 full and part-time faculty and an administrative staff of 6 individuals.
Responsibilities
The Program Coordinator is responsible for supporting the effective and efficient administration of various aspects of the Family Medicine Residency Program, ensuring adherence to quality standards. The role will act as a resource for faculty members, current and prospective residents and other stakeholders providing guidance regarding Program, University, and external regulatory body procedures in response to inquiries, providing referrals to other individuals or resources as required. The Program Coordinator works closely with the Postgrad Program Director as well as Manager and Postgraduate team to enhance recruitment activities for the enhanced skills PGY3 program and scheduling of Family Medicine related rotations. The role creates and distributes various complex schedules using specialized software, creates, maintains and updates specialized departmental databases, generates data and reports for review, coordinates recruitment, admissions and evaluation logistics and processes, coordinates logistics for graduation and awards ceremonies and processes financial transactions as required. The role interacts and coordinates with Family Medicine physicians, hospital staff, and accommodation providers in order to meet the program’s training requirements.
Qualifications
Education:
- 3 year community college diploma in Business Management/Administration required
- 3 year university bachelor’s degree in Business Management/Administration preferred
Experience:
- 4 years’ experience providing administrative support and customer service in a medical education environment
- Experience working in a hospital setting would be an asset
Knowledge, Skills & Abilities:
- Demonstrated ability to manage multiple tasks and set appropriate priorities in a fast- paced setting
- Exceptional organizational skills and the ability to manage activities both for self and others effectively
- Excellent verbal and written communication skills and confidence dealing with all levels of an organization
- Ability to work independently and within a team environment
- Strong interpersonal skills and a commitment to excellent customer service
- Creative problem-solving skills and sound professional judgment, especially regarding confidential/sensitive matters
- A strong record of teamwork with the motivation and ability to work independently with little supervision
- Ability to process information with high levels of accuracy
- Sensitivity to cross-cultural differences and norms
- Demonstrated tact and diplomacy
- Advanced proficiency required in Microsoft Office in order to prepare emails, correspondence, and to input data into spreadsheets and databases
- Familiarity with software applications used by Western preferred – e.g. Cascade, PeopleSoft, specialized scheduling software
Union Statement
Western welcomes applications from all qualified individuals; however, it is the university's policy to give first consideration to all qualified UWOSA applicants.
Western Values Diversity
The University invites applications from all qualified individuals. Western is committed to employment equity and diversity in the workplace and welcomes applications from women, members of racialized groups/visible minorities, Indigenous persons, persons with disabilities, persons of any sexual orientation, and persons of any gender identity or gender expression.
Accommodations are available for applicants with disabilities throughout the recruitment process. If you require accommodations for interviews or other meetings, please contact Human Resources or phone 519-661-2194.
Please Note:
This position is an existing vacancy. We thank all applicants for their interest; however, only those chosen for an interview will be contacted.
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