Program Coordinator (Ugme Admissions & Enrolment)

Schedule

Monday-Friday 8:30AM-4:30PM,

35 hours per week, Hybrid

Education Level

2 year Community college diploma in OFfice Administration or related field.

Career Level

Requires 4 years of relevant experience.

Job Description Number

JD00692

Should the successful applicant be a Unifor Unit 1 bargaining unit member, who meets the eligibility conditions of Article 19.02 of the Unifor Unit 1 Collective Agreement, then the Limited Term Assignment will be defined as a Career Growth Opportunity in accordance with Article 19 of the Unifor Local 5555 Unit 1 Collective Agreement.

Unit/Project Description

The Undergraduate Medical Education (UGME) Program is a three-year, accelerated professional program. Each year 207 MD students and 3 MD/PhD students are admitted to our three campuses, some through specialized admission streams. The Program Coordinator (Admissions & Enrolment) is a key member of our admission and enrolment team who helps to oversee the recruitment and admissions process for the program and facilitate the registration and enrolment of our students.

The UGME Program is accountable to oversight professional bodies (e.g. AFMC, MCC, CPSO, CACMS, OMSAS, etc.), and is a program of high reputational value to the University, and fulfills our social accountability to train confident, competent physicians. The Program Coordinator is accountable to and will work closely with all members of the UGME Admissions team, the UGME Admissions Committee, the UGME staff team, the Faculty Leadership, and Manager, UGME Admissions & Enrolment.

Job Summary

Responsible for developing, planning, and maintaining the efficient operation of a division and its related programs, and coordinating all aspects of the program including curriculum administration, implementation, promotion, recruitment, resource, and financial management. Implements and maintains the efficient administrative operations at a designated site under the direction of senior staff.

Purpose and Key Functions

• Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation.
• Participate in the development, evaluation, and review of academic and scholarly programs and resources.
• Organize, coordinate, and assist with educational programs and events such as retreats, education days and other capacity building programs.
• Communicate and work collaboratively with various internal and external organizations and departments.
• Coordinate the calendar of supervisor and others and resolve scheduling conflicts.
• Develop the program budget for review and approval.
• Implement and maintain the program budget and expense reports. Create financial projections and make adjustments to the program budget throughout the fiscal year.
• Ensure that financial accounts and reports are completed and managed competently and efficiently.
• Exercise appropriate controls, monitor, and reconcile accounts.
• Facilitate meetings with various individuals including, but not limited to, program stakeholders and groups.
• Write a variety of documents including, but not limited to, reports, correspondence and minutes.
• Use a dictaphone to transcribe correspondence and other documents.
• Provide faculty and staff information regarding program policies and information about program requirements.
• Provide work procedure advice and guidance to staff.
• Review current academic calendar, and recommend and prepare curriculum revisions and clinical training schedules.
• Plan and coordinate a variety of departmental activities and events.
• Gather and compile information required for a variety of documents and reports.
• Update and maintain records and databases.
• Act as a liaison between the department and various stakeholders with regards to facility operations.
• Train and mentor support staff and act as first point of contact with regard to issues related to administrative staff.
• Ensure adherence to health and safety requirements and maintain the training database for staff
• Ensure timely and efficient processing of attendance sheets and payroll for temporary, casual and continuing staff
• Provide efficient facility management the administrative support structure at the designated hospital site.
• Provides front line service to faculty and staff, and in consultation with senior staff, sets standards for the quality of department services.
• Provide information to individuals with inquiries surrounding human resources matters including, but not limited to, collective agreements, hiring procedures, benefits, vacation, sick time, and payroll processes.

Supervision

• Provide lead hand supervision and is responsible for the quality and quantity of work of others.
• Provide orientation and show procedures to others

Requirements :

• 2 year Community College diploma in Office Administration or related field.
• Requires 4 years of relevant