A Brief Overview

The Pathology Education Coordinator provides administrative support for the day-to-day operation of the residency program. Under the direction of the Program Director, the incumbent responds to the specific needs and inquires of faculty, residents, and medical students as they relate to recruitment and admissions processes; resident rotation scheduling, resident assessments and faculty and rotation evaluation processes. The coordinator also provides administrative support for the Program, Program Director, Residency Program Committee, Competency Committee, Academic Advisors and resident trainees within the Department and/or trainees/medical students rotating through the department. Required duties/responsibilities may include but are not limited to: Prepare correspondence, reports; organize and schedule resident rotation schedules, resident and medical student electives and observerships, appointments, meetings, departmental educational sessions/seminars/visiting lecturers/research day/celebrations, prepare agendas/minutes; maintain records and residents files; track absences, prepare and coordinate exams and results; use Elentra to manage the set-up, distribution and reporting of resident assessments, faculty and rotation assessments; use MTD tracker to report and verify accuracy of data on a quarterly basis; coordinate the CaRMS (Canadian Residency Matching Service) interview process and follow-up; prepare and coordinate resident orientation and program reviews; and liaise with KHSC and stakeholder organizations such as PGME office, KHSC medical affairs, College of Physicians and Surgeons, and PARO (the Professional Association of Residents of Ontario). The incumbent should be familiar with the Royal College Accreditation Standards and relevant components of the PARO contract. The incumbent may also provide administrative support for other departmental education needs as well as other departmental education programs as directed by the Department Head and/or Administrative Manager to whom the incumbent reports. The successful applicant is expected to have 5 years of experience working in medical education.

This position coordinates program logistics including intake, ongoing communications, and scheduling. This position acts as an advisor to students including applications, admissions, enrollment, course selections, transfers, accommodations, course materials, exam issues and eligibility to graduate. This position provides administrative support to the department including meeting coordination, agendas, minutes, updating records, and mail distribution. This position also acts as the first point of contact and administers and records scholarships, bursaries, and awards, and performs accounting and bookkeeping activities including accounts payable, expenses, awards, records, and reports.

What you will do

• Coordinates program logistics including intake, fee collection, ongoing communications, monitoring attendance, and scheduling.

• Acts as an advisor to students including applications, admissions, enrollment, course selections, transfers, accommodations, course materials, exam issues and eligibility to graduate.

• Acts as the first point of contact and administers and records scholarships, bursaries, and awards.

• Provides administrative support to the department including scheduling, coordinating meetings, room and equipment booking, agendas, minutes, updating records, mail distribution, office supply inventory, and transcription review.

• Coordinates events including school fairs, orientations, information sessions, webinars, seminars, training days, lectures, debates, conferences, award presentations, parties, social functions, and fundraising activities.

• Coordinates communications, including announcements, routine correspondence, website updates, and, promotional materials.

• Collects, records and enters grades.

• Generates statistical data for enrolment purposes.

• Updates and maintains course websites.

• Coordinates domestic and international travel for staff.

• Other duties as required in the support of the department and/or unit.

Required Education

• Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent.

Required Experience

• More than 2 years and up to and including 3 years of experience.

Consideration may be given to an equivalent combination of education and experience.

Job Knowledge and Requirements

• Knowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or substantial work experience.

• Provide information to others that requires technical or administrative explanation or interpretation.

• Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain.

• Adapt messages to meet the needs of the intended audience.
• Manage own work and may train and review the work of casual employees, work study students, and/or volunteers, to see commitments through to completion.

• Participate in project team meetings and is involved in developing individual and team project plans.

• Identify new problems and seeks information and input to fully understand the cause.

• Identify opportunities to improve the effectiveness and efficiency of work processes.

• Break down concrete issues into parts and synthesizes information succinctly.
• Respect diversity and promotes inclusion in the workplace.

• Awareness of relevant legislation, including Employment Equity, Human Rights legislation, Treaties, sexual violence legislation and the Accessibility for Ontarians with Disabilities Act and its regulations.