Education Administrative Coordinator

SickKids


About SickKids

Dedicated exclusively to children and their families, The Hospital for Sick Children (SickKids) is one of the largest and most respected paediatric healthcare centres in the world. As innovators in child health, we lead and partner to improve the health of children through the integration of healthcare, leading-edge research and education. Our reputation would not have been built – nor could it be maintained – without the skills, knowledge and experience of the extraordinary people who come to work here every day. SickKids is committed to ongoing learning and development, and features a caring and supportive work environment that combines exceptionally high standards of practice.

When you join SickKids, you become part of our community. We share a commitment and determination to fulfill our vision of Healthier Children. A Better World.

Don’t miss out on the opportunity to work alongside the world’s best in paediatric healthcare.

Position Description

Reporting to the Manager, Paediatric Business Operations, you will be organizing and coordinating the administration and operations of all educational activities related to the Fellowship, Observership and Elective Programs in the Division of Neonatology. The Education Administrative Coordinator is the central resource for faculty and trainees participating in the educational programs. You will also be responsible for maintaining professional relationships with SickKids, external affiliates and other national and internationally organizations involved in the administration and operations of all educational activities.

Here’s What You’ll Get to Do:
Ensure the educational portfolio continues to provide consistent excellence in academic training of future Health Care Practitioners

Coordinate the educational portfolio for the division/department, the postgraduate and undergraduate training schedules and seminars for the division and sites affiliated with the University of Toronto.

Plan, coordinate and organize all educational activities and act as a central resource in the Competency Based Medical Education (CBME) implementation.

Provide a solid understanding of the various post-graduate and undergraduate education programs offered through the department/division and act as an integral contact to coordinate and facilitate both departmental and divisional based programs for residents, fellows, medical students, observers, external trainees, faculty, and colleagues. Coordinate, train, and mentor peers.

Develop curricular materials and information packages and provide ongoing coordination in the development, planning and organization of new course curriculums, materials, and expectations (i.e., Medical Observership Program, Teaching Syllabus for Undergraduate Education)

Collaborate with internal and external stakeholders to coordinate activities within the department and division to ensure educational portfolios meet the needs and objectives of the Program – SickKids as well as the PGME (Postgraduate Medical Education) Office at the University of Toronto. Collaborate with program stakeholders to support the Royal College accreditation of the program. Collect and compile information for the accreditation questionnaire.

Coordinate paperwork flow of the recruitment process and liaises with trainees throughout the selection process before their arrival and during their training at SickKids, including offer letters, credentialing, hire forms, visa, termination, LOAs, etc.

Plan and organize the academic teaching efforts for the faculty as well as all levels of trainees including medical students, electives, residents, fellows, visiting academics and observers. Provide support to the chief fellow, senior resident with on-call and academic schedules.

Collect and input database information relevant to profiling educational activity of faculty, residents, and learners.

Manage all aspects of the evaluation process, creating and disseminating detailed schedules and curriculums for all levels of trainees and evaluative feedback to the faculty. Assist in the development and implementation of an integrated evaluation strategy for all projects. Where applicable, this will include the adjustment of evaluation forms, the distribution and collection of these forms, the timely collation of the results, and feedback on the individual evaluations to the speakers.

Provide and ensure an internal and external source of knowledge and coordination for all areas of the education portfolio. Take primary responsibility for all events relating to the education portfolio including developing and managing event agendas and budgets; contracts and agreements; vendor invoicing and payment; implementation of communication plans; and contacting and coordinating all invited speakers, physicians, assisting to maximize event attendance.

Supervise and be responsible for the development, maintenance (update and review) of website content for the education portfolio including CaRMS, University of Toronto, SickKids, U of T Portals, POWER and SharePoint.

Participate and lead divisional meetings related to the education portfolio and act as a central resource. Organize, attend, and take minutes; distribute agendas and minutes for monthly meetings; and report to Committees as appropriate.

Organize guest speakers, visiting lectureships. Plan and coordinate symposiums and conferences while keeping within budgets and timelines.

Assist in the development and timely production of required reports including the Annual Report and various ad hoc reports.

Prepare and maintain timetables for each educational initiative; arrange room bookings & AV; produce/ distribute course materials & schedules; and manage record keeping and faculty development initiatives.

Administer and coordinate all components related to the management of the Program Directors’ calendars. Coordinate travel arrangements

Draft correspondence and respond to various requests.

Be accountable for all cost centers and related finances associated with the education program and within pre-set limits, process and monitor cheque requisitions, reimbursements and honorariums.

Organize and prepare monthly financial reports related to the fellowship program.

Identify, initiate, and manage the process of setting up new cost centers for the education portfolio.

Here’s What You’ll Need:
Completion of a post-secondary degree, equivalent combination of education and experience

Minimum 3 years related experience within a teaching hospital or university setting or comparable educational environment.

Solid working knowledge of Microsoft Word, Excel, PowerPoint, Outlook, Teams, One Drive, and SharePoint applications.

Accurate keyboarding skills, dicta, and experience in recording and transcribing minutes

Exceptional interpersonal and communication skills, both verbal and written, and the ability to influence a variety of stakeholders.

Self-motivation and the ability to take initiative.

Demonstrated excellence in organizing and prioritizing workflow.

Ability to solve problems independently and make sound independent judgments on sensitive matters.

Ability to work independently and participate as a collaborative team member.

Strong critical thinking and analytical skills

Ability to develop creative strategies to meet the needs of a program/project.

Employment Type:
This is a full-time position, 35 hours per week | 1.00 FTE.

Our Commitment to Diversity

The children and families we care for are from a variety of communities, and so are our employees. We welcome and encourage everyone to join our organization and be part of our team.

When requested, SickKids will provide access and inclusion supports to eligible candidates to support their full engagement during the interview and assessment process. Information received related to access or inclusion will be addressed confidentially.

Thank you for your interest in joining SickKids. Only those applicants selected for an interview will be contacted. In accordance with our Hospital policy, employment at SickKids is conditional upon the Hospital’s receipt of all necessary documentation.

FOR EXTERNAL APPLICANTS ONLY: As a health care institution, our highest priority is the safety of patients, families and staff. As a result, we are adopting all prevention measures to ensure the safety of our patients, families and our staff. Therefore, any offer of employment is conditional upon you submitting proof that you have been fully vaccinated with a Health Canada or World Health Organization (WHO) approved COVID-19 vaccination as soon as possible and no later than fourteen (14) calendar days prior to the effective start date, in addition to satisfying any other condition(s) that may be set out in an offer. If a candidate fails to satisfy this condition (or any other condition(s) set out in an offer), any offer of employment shall be immediately rescinded.

How to Apply

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