MD Program Site Administrator

University of Alberta View all jobs

Edmonton, AB
Permanent
Full-time

20 hours ago

Job Category: Administrative SupportJob Description:This position has a term length of 2 years, with the possibility of extension.Location - This role is in-person at North Campus Edmonton.Working closely with the Royal Alexandra Hospital (RAH) physician leads, the MD Program Site Administrator, Undergraduate Medical Education (UME) is responsible for supporting MD program delivery for this location. The Administrator, UME, develops, coordinates, maintains, and supports the medical education administrative activities at the Royal Alexandra Hospital site.The position works both independently and within a team structure to administer many detailed complex tasks and projects. Under minimal supervision and through the direction of the Team Lead, MD Program, this position requires high level of communication, organizational and interpersonal skills. Equally important and required, the individual in this position would have the ability to take initiative, decision making and proactivity skills, be creative, and thrive in a highly demanding and fast-paced demanding environment.Responsibilities:UNDERGRADUATE RAH MEDICAL EDUCATION ADMINISTRATION

Site Administration

Assigns, tracks, and manages trainee locker assignments; follows up on locker maintenance requests
Addresses call suite issues; submits maintenance and housekeeping requests, addresses computer/printer/phone issues, ensures sufficient supplies
Provides ad-hoc in-person support to address and follow-up on site issues; required to be on-site at the RAH
Conduct site audits and needs assessment on student-designated space and equipment
Conducts on site tours for incoming students
Available during office hours for support to students on rotation, such as troubleshooting on -site issues related to locker, ID or call room access
Orientations

Develops and coordinates RAH Site Orientations for medical students at the start of 7clerkship rotations multiple times throughout the year; maintains and updates orientation materials
Develops and coordinates new block rotation RAH Site Orientations for trainees; maintains and updates orientation materials
Creates and maintains the RAH Site Google Orientation website. Creates new pages, updates information as required, and transitions to updated software versions as required.
Communicates with both internal and external stakeholders in the collection of documents required for medical student orientation, online modules, workshops, and courses as required.
Site Access & Technology Process

Reviews and approves trainee ID badge requests; submits to Alberta Health Services RAH Security & Badging Office
Sets up or submits requests of accounts for trainees not already in the electronic systems used at the RAH
Liaison

Acts as the primary contact and resource for Undergraduate RAH Site Medical Education; responds to specific inquiries from other medical education offices, and undergraduate trainees
Communicates with the University of Alberta FoMD departmental Medical Education Offices to confirm the trainees scheduled to rotate at the RAH and prepare for their arrival
Distributes ongoing notification of new arrivals and rotations of trainees to all relevant RAH areas
Communicates with incoming trainees the information they require to have a successful rotation at the RAH (e.g. information regarding orientation, access, lockers, badging, teaching sessions, etc.
Liaises regularly with Program Administrator/Medical Education Program Coordinator (MEPC) and Principle Teaching Physician
Schedule Process

Responsible for booking space for the UME
Liaises with the appropriate booking offices on behalf of the UME and assists with access to spaces/classrooms as required
Communications/Liaison

Acts as the primary contact and resource for UME for any concerns/questions/issues students at RAH may have, space bookings; responds to specific inquiries from programs

OTHER ADMINISTRATIVE RESPONSIBILITIES

Works as a team player in the UME office and assists others as required
Participates in professional development conferences/seminars/workshops
Attends administrative meetings, including but not limited to UME office meetings and UME program administrator meetings
Provides ongoing maintenance of the desk manual for this position
Escalates major concerns to the Team Lead to ensure they are addressed appropriately

Qualifications:

Undergraduate degree in a relevant discipline preferred; minimum, post-secondary business administration or related certificate. Equivalent combination of education and experience will be considered
Three (3) years of experience in a medical education and/or academic environment; involvement in post-secondary education at an administrative level an asset
Computer proficiency in a Windows environment using MS Microsoft applications (Word, PowerPoint, Excel)
Advanced experience with Google Apps (Mail, Drive, Docs, Sites, Calendar, Meet)
Familiar with a variety of other electronic platforms and software an asset (e.g. Zoom, Adobe Acrobat Pro, etc.)
Ability to Problem Solve
Excellent interpersonal skills with the ability to interact and work with diverse individuals and organizations
Excellent editorial and proofreading skills
Exceptional written and oral communication skills; experience taking minutes
Strong accuracy and attention to detail
High level of tact and discretion; musts be able to maintain absolute confidentiality
Strong organizational and planning skills
Proven ability to prioritize and manage multiple and diverse tasks under minimal supervision
Ability to take initiative and exercise sound judgment
Ability to deal with a complex work environment
Good working knowledge of the University of Alberta, UME, and AHS/RAH policies, procedures and guidelines an asset
One year of on-the-job training is required to learn the essential skills for this position

Application InstructionsClick "Apply Now" to submit your resume and cover letter as ONE document.This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).This position offers a .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, Métis, 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, 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.L'Université de l'Alberta s'engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à 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.

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