Education Coordinator (CEN)

Scarborough Health Network; Toronto; Hybrid; CAD 65,000 - 90,000; Full time

Benefits offered by this job

Remote 1 day/week

Travel between SHN hospitals

Job summary

Scarborough Health Network is seeking an Education Coordinator to support the Medical Education Office. The role ensures smooth administration, scheduling, onboarding, and communication for all medical learners, serving as the primary liaison to faculty physicians, learners, hospital departments, and the University of Toronto.

Responsibilities include program planning, master scheduling for rotations and OSCEs, learner onboarding, trainee records management, and coordinating meetings and

Qualifications

• Undergraduate degree in a relevant field or higher.
• Minimum of three years of related administrative experience in a hospital or post-secondary environment.
• Knowledge of academic processes including faculty appointments, scheduling, management of student reports, and evaluation systems.
• Familiarity with University of Toronto medical education systems (e.g. T-IME, POWER, MedSIS, Elentra, AFMC Portal).

Responsibilities

• Support the planning, development, and implementation of undergraduate and postgraduate medical education programs.
• Collaborate with University of Toronto and Physician Education Leads to develop master schedules (clinical rotations, seminars, OSCEs).
• Manage registration, onboarding, access provisions, and orientation/training for incoming learners.
• Maintain and update trainee records, schedules, and program databases.
• Validate Medical Trainee Days and manage timing of preceptor payments and teaching hours.
• Lead communications and coordinate departmental education meetings; prepare agendas and minutes.

Skills

Administration

Scheduling

Onboarding

Communication

Stakeholder Mgmt

Education

Bachelor's degree or higher in a relevant field

Tools

Microsoft Office Suite

Job description

**Position Overview:** The Education Coordinator plays an essential role in supporting the operational needs of SHN’s Medical Education Office. Reporting to the Director, Education, and working closely with SHN’s Physician Education Leads as well as the Temerty Faculty of Medicine, the Education Coordinator ensures smooth administration, scheduling, onboarding, management, and communication for all medical learners at SHN. This role acts as the primary point of contact for faculty physicians, learners, hospital departments, and the University of Toronto, facilitating an excellent education experience.**Key Responsibilities:**Program Administration & Coordination:* Support the planning, development, and implementation of undergraduate and postgraduate medical education programs.* Collaborate with the University of Toronto and Physician Education Leads to develop and maintain master schedules, including clinical rotations (core, electives, and selectives), seminars, and Objective Structured Clinical Examinations (OSCEs).* Manage registration, onboarding, access provisions, and orientation/training processes for all incoming learners.* Maintain and update trainee records, schedules, and program databases.* Validate Medical Trainee Days (MTDs) and manage the distribution of preceptor payments, including tracking, reconciling, and processing payments and teaching hours in close alignment with the development of clinical schedules.* Supports the coordination, planning, and administrative implementation of curriculum changes as required.* Supports contract renewals for Physician Education Leads as well as contract development for SHN fellowship opportunities.* Leads the development of presentations, program plans, evaluations and other materials relevant to assigned programs.Stakeholder Engagement & Communication:* Serve as a liason between internal and external stakeholders, including learners, clinical departments, Medical Affairs, Professional Practice, the University of Toronto, Scarborough Academy of Medicine, and other relevant external stakeholders.* Support physician engagement by coordinating activities related to faculty development, clinical teaching, and faculty appointments.* Provides direction, insight, and support to program leadership and physicians in the hospital faculty appointment process.* Draft professional communications, including letters of support, program announcements, and reports.* Coordinate departmental education meetings and provide administrative support, including agenda preparation, meeting minutes, and follow-ups.* Manage learner issues and risks, working in collaboration with Education leadership to develop mitigation strategies.Project & Process Management* Lead program-specific initiatives, including the planning and execution of educational events and special projects.* Assist in developing medical education policies, procedures, and process improvements.Data Management & Reporting* Monitor, evaluate, and report on program outcomings, including learner feedback and program evaluations.* Ensure data accuracy for learner records, compliance reporting, and accreditation standards.* Develop and maintain tracking systems for learner onboarding, evaluations, and faculty appointments.Other* Other duties as required by the Director, Education and the Executive Vice President, Academics**Requirements:*** Undergraduate degree in a relevant field or higher* Minimum of three years of related administrative experience, preferably in a hospital or post-secondary environment* Demonstrated student services’ experience and an understanding of hospital-based clinical training* Knowledge of academic processes, including faculty appointments, scheduling, management of student reports, and evaluation systems.* Familiarity with University of Toronto medical educations systems preferred (i.e. T-IME, POWER, MedSIS, Elentra, AFMC Portal).* Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).* Superior organizational, time management, and administrative skills.* Strong customer service orientation and stakeholder management abilities.* Excellent written and verbal communication skills, including drafting professional level communications.* Ability to manage competing priorities and work independently in a fast-paced environment, while maintaining a high degree of accuracy and quality.* Exceptional problem-solving, analytical, and conflict-resolution skills.* Ability to exercise discretion, diplomacy, and sound judgment on confidential matters.**Working Conditions:*** **Location:** The main site is Centenary Hospital but must rove between all hospitals with the option to work remotely one (1) day per week.* **Schedule:** Regular full-time position with flexibility to work outside regular business hours to meet departmental needs as necessary.* **Travel:** Travel between SHN hospitals (Centenary, General, and Birchmount) is required.* **Department:** Education Office* **Reports To:** Director, Education