Academic & Education Coordinator - Department of Medicine

Women's College Hospital • Toronto • 2w ago

Women's College Hospital (WCH) is an academic, ambulatory care hospital in Ontario with a focus on health for women, health equity and health system solutions. If you're ready to be part of a team that is revolutionizing the future of healthcare, then you will want to join an institution where the possibilities for innovation, new discovery and system thinking are limitless. Women's College Hospital is committed to equity, quality and patient safety as key professional values and essential components of daily practice.

Healthcare Revolutionized 2030 is our roadmap to the future. Our strategy is built on the pledge that the founders of our hospital made 140 years ago and reaffirms our commitment to providing equitable, accessible, best-in-class healthcare for everyone – meeting people where they are on their healthcare journey and partnering with them to reach their goals of living their healthiest lives possible. The stage has been set for Women’s to accelerate our priorities and capture the momentum to catapult our system forward to revolutionize healthcare for everyone.

Applicants must reside and be legally eligible to work in Ontario. This is a Regular Full-Time Opportunity Type: Replacement An exciting opportunity exists for a Regular Full-Time, Academic & Education Coordinator within the Department of Medicine at Women’s College Hospital. Summary of duties, but not limited to: GIM Division Support Manages physicians’ electronic calendars, organizes meetings, travel, conferences CV maintenance for DoM and granting agencies Supports physicians with continuing faculty appointment reviews, promotions and annual reports Arranges and supports divisional/departmental meetings (agenda preparation, minute taking) as needed Prepares of power-point presentations for DoM faculty as needed Assists with preparation and processing of fellowship applications Liaises with Medical Affairs regarding hospital privileges and prepares paperwork for academic appointments Liaises with the Department of Medicine at the U of T, WCH Medical Education and the Directors of the undergraduate education program at WCH Prepares student orientation packages Arranges and records attendance at rounds (including maintenance of certification) Prepares clinic schedules for clerks and residents, including electives Distributes, collects and forwards teaching evaluations from clinic supervisors to appropriate University of Toronto office Maintains records of student placement with supervisors/clinics and track evaluation process Provide back up for GIM on call scheduling and trainee placement schedules General administrative support as needed Medical Grand Rounds and Subspecialty Rounds: Liaise with round Chair, speakers, coordinators, staff about participation and scheduling of rounds Manage all aspects of rounds: notifications, catering (ordering and payments), A/V, room booking/set up, evaluations and attendance, preparing and distributing Zoom links Trainee Scheduling: Coordinate ambulatory rotation scheduling at the undergraduate and postgraduate levels Liaise with the University of Toronto (U of T) and coordinators regarding undergraduate and postgraduate trainee placement, critical dates and vacation requests Maintain master schedules of Department of Medicine (DoM) clinics Maintain records of student placements with supervisors/clinics Administer supervisory listings on POWER and MedSIS, assign lead supervisors as required Distribute and collect teaching evaluation forms and/or assist with the online evaluation process Liaise with U of T to organize staff participation in undergraduate exams Coordinate orientation of trainees: registration; EPIC enrollment; network access; prepare trainee schedules and packages, including orientation documents etc. Work closely with CMR to schedule monthly teaching sessions, disseminating information to coordinators and trainees, and collating evaluations Acute Ambulatory Care Unit (AACU) On-Call Schedule: Maintain and manage General Internal Medicine (GIM) on-call schedule: coverage requests; log shifts; record data in excel SPOK, and department intranet page Maintain clinical associate contact list and provide the Director and AACU with updates Schedule core residents, Chief Medical Resident (CMR) and fellows on GIM on-call schedule Prepare accurate requisitions for clinical associates and physicians monthly and ensure timely submission for payment Credentialing: Manage all aspects of clinical associate annual credentialing renewals and maintain records Liaise with Finance, Communications and IT to set up new on-call physicians Other responsibilities: Education committee: provide support, schedule meetings, take minutes Education awards: oversee the process, update nomination forms, prepare packages, letters and certificates for nominees and awardees CMR Interviews: liaise with U of T and interview committee to set up interviews DoM fellowship applications: liaise with U of T fellowship office to obtain appropriate fellowship application package, administer application on U of T OATS system, arrange clinical associate appointment, liaise with Physician in Chief (PIC) and Division Head/ fellowship supervisor, regarding contract obligations, education goals, citizenship status, university affiliation, etc. Maintain department clinic teaching activity records and generate reports as requested Recruit DoM physicians to participate in undergraduate (CBL and Clinical Skills for Year 1 and 2 medical students, clerk subspecialty rounds) and postgraduate (Family Practice AHD) teaching Maintain physician WebCV and Common CV, and extract data for the Annual Activity Report Qualifications/Skills: University or College education required 3 years related experience in a hospital/academic/university environment an asset Previous experience in educational administration preferred Outstanding written and verbal communication skills Must have excellent organizational and administrative skills with strong attention to detail Well-developed skills in the Microsoft suite of products Ability to work well in a deadline-oriented environment Strong multi-tasking, time and project management skills Comprehensive knowledge of health care, organizational/office practices, procedures and standards required Ability to produce high quality work in accordance with Hospital/University standards required Ability to maintain confidentiality required Experience with Web CV and CV preparation for granting agencies Knowledge of POWER an asset Exceptional communication and interpersonal skills, including the ability to concisely process, synthesize and verbally communicate in an efficient manner Good work and attendance record required Demonstrated WCH vision mission and values Professional behaviour and communication that meets the standards of the professional regulatory college or association, as applicable and the standards of Women’s College Hospital. This position plays a critical role in acting as an advocate for safety and will demonstrate principles, practices and processes that will optimize a safe environment for all. Why Choose Us? Be part of a dedicated team committed to excellence. Shape the future of healthcare in a supportive environment. Enjoy competitive benefits and an excellent defined benefit pension plan (HOOPP). Women's College Hospital is a fully affiliated teaching hospital of the University of Toronto and is committed to fairness and equity in employment and our recruitment and selection practices. We encourage applications from Indigenous peoples, people with disabilities, members of sexual minority groups, members of racialized groups, women and any others who may contribute to the further diversification of our Hospital community. Accommodation will be provided in all parts of the hiring process as required under our Access for People with Disabilities policy. Applicants need to make their requirements known in advance.