Systems Coordinator-Education, Mental Health & Addictions

The Mental Health and Addictions Service is renowned for providing high quality care to disadvantaged people living with mental illness, addictions and other major life obstacles. Our interprofessional team is comprised of psychiatrists, nurses, social workers, occupational therapists, nurse practitioners, peer support specialists and counsellors. Physicians are faculty at the University Of Toronto Faculty Of Medicine and as such are expected to provide educational activities to support the Faculty of Medicine’s MD training programs for both undergraduate and postgraduate learners. The main responsibility of this role is to organize, administer and coordinate activities and programs for undergraduate and graduate students who are completing placements at Unity Health Toronto St. Michael’s site. The Systems Coordinator will also be responsible for liaising with the University of Toronto Faculty of Medicine as required to support smooth transitions for students. The Coordinator also oversees the organization of education activities for medical students and psychiatric residents and elective trainees for the Department of Psychiatry, Unity Health Toronto-St. Michael’s site. The individual must be a highly organized, detail and results-oriented individual to help support an excellent learner experience to ensure effective and efficient onboarding, orientation, scheduling and tracking of residents and medical students.

DUTIES & RESPONSIBILITIES:
Ensure all guidelines for on-call scheduling and vacation requests are adhered to for clinical clerks and residents

Prepare and disseminate on-call schedules for the residents and clinical clerks

Ensure the smooth running of curricular delivery across all learner types

Prepare and distribute orientation packages for clerks and residents

Work with the Site Program Director and the Clerkship Coordinators to organize and implement orientation for residents and medical students respectively

Coordinate clerkship and resident rotations

Collaboratively liaise with internal and external stakeholders (such as the University Department of Medicine) to support the programming, resident curricular events and resident management coordination

Ensure all curricular guidelines provided by the university are followed as appropriate

Conceive of, plan, manage and coordinate orientations, curriculum implementation and education events

Conduct space planning to support learner needs

Confirm room bookings, catering, AV equipment, etc.

Coordinate all aspects of all learner evaluations and examinations

Collate and facilitate distribution of learner materials

Act as the point person for learners and faculty and respond to their inquiries; communicate clearly with learners via email/phone/in-person to respond to any questions

Proactive and continuous improvement of the education activities including revamping and assisting in implementation of programs

Provide assistance and leadership to the DOM team as assigned and required

Support other tasks and projects as needed within the education portfolio

Coordinate education committee meetings and participate and/or lead as required

Approve electives for clerks; this includes consideration of clinical opportunities and other learners

Identify, contact and schedule supervisors who will supervise the clerks on their electives and who will complete the clerk’s evaluation

Prepare and distribute orientation package to elective clerks and observers

Track and report elective learners and preceptor assignments to the Fitzgerald Academy

Enter the names into MedSIS/POWER platforms of the supervisors/preceptors for each student/resident, to allow evaluation completion

Collate the MedSIS/POWER evaluations in conjunction with Site Education Program Director and Clerkship Coordinators

Incorporate University of Toronto, Faculty of Medicine curriculum and evaluation changes into SMH Department of Medicine Program

Liaise with University of Toronto Department of Medicine undergraduate and postgraduate medical education offices

Provide any additional learner services for postgraduate trainees, which may include assistance with preparing call schedules

Support other tasks and projects as needed within the Department of Medicine

Support the collection, analysis and distribution of student/resident & education data/metrics and participates in scholarly activity as required

Create committee information packages and reports as needed

Prepare and disseminate meeting minutes

Develop and evaluate quality improvement projects as it relates to student experience including but not limited to compiling student related data and feedback

QUALIFICATIONS:
Completed undergraduate degree

Previous work experience in an Education Coordinator role preferred

Excellent computer skills including proficiency with Microsoft Office, particularly Excel, and aptitude for adapting to new software and IT systems / networks

Strong customer service orientation with proven ability to interact with all levels of staff, physicians, and learners

Strong organizational skills with demonstrated attention to detail and the ability to produce accurate work with efficient turn-around time

Excellent communication skills, verbal and written

Excellent initiative, decision making/problem solving skills and interpersonal competence

Demonstrated ability to work both independently and as a part of a team in a demanding and fast paced environment

Accuracy and attention to detail with strong ability to produce accurate work within assigned time frames

Demonstrated ability to successfully manage time effectively, multi-task, prioritize tasks and meet deadlines

Ability to troubleshoot and problem-solve independently and in consultation with key contacts