Program Coordinator

McMaster University; Hamilton; On-site; CAD 60,000 - 75,000; Full time

Job summary

A leading university is seeking a Program Coordinator to manage administrative functions for clinical placements in the Faculty of Health Sciences. The role involves liaising with programs, maintaining agreements, and supporting educational initiatives, ensuring efficient operations and compliance with health and safety regulations.

Qualifications

• Requires 4 years of relevant experience.
• Knowledge of Health Sciences Education program needs.

Responsibilities

• Manage administrative functions for the program.
• Coordinate curriculum administration and implementation.
• Facilitate agreements with placement sites.

Skills

Analytical Skills

Organizational Skills

Interpersonal Skills

Education

2-year Community College diploma in Office Administration

Tools

Microsoft Office

Excel

Mosaic

MedSIS

Job description

Unit/Project Description:

The McMaster Community and the Faculty of Health Science supports high-quality educational opportunities for all FHS graduate and undergraduate learners with a clinical component to their education, by facilitating access to clinical placements in a wide variety of sites in the regions surrounding Hamilton as well as provincially and nationally. The program provides access to placements at diverse, high-quality community teaching sites in smaller cities, towns, and rural areas, with the goal of giving learners exposure to community and rural practice outside of academic health science centers.

The Program Coordinator role in Education Services will be responsible for the effective and efficient management of administrative functions for the program, which supports the academic mission within the Faculty of Health Sciences.

Responsibilities of this position include administration of Clinical Placement Agreements, which includes maintaining overview and communicating changes in legislation that impact agreements (WSIB, changes in accreditation standards, etc.). Liaising with FHS programs and placement sites to facilitate agreements is a key aspect of this role.

Responsibilities also include the administration of Education Contributions for the Faculty of Health Sciences. This includes data entry for Education Services Academic Leads on the FHSDB and acting as the first point of contact for inquiries from the FHS community. This role will also support the Education Contributions Executive Committee and ensure database roles are reflective of current program requirements.

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 operation 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.
• Complete research ethics board applications and other related proposals for review by senior staff.
• 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 of the administrative support structure at the designated hospital site.
• Provide front line service to faculty and staff, and in consultation with senior staff, set 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.

Qualifications:

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

Assets:

• Ability to multi-task in a fast-paced environment, effectively prioritizing activities and managing stress with a high degree of maturity and professionalism.
• Demonstrated ability to take initiative to improve processes and develop new processes to adapt to changing conditions.
• Working knowledge and experience with McMaster University administrative systems such as Mosaic and MedSIS.
• Understanding of the policies and procedures of the university, medical education and local community hospitals and their respective relationships.

Additional Information:

Position Requirements:

• Knowledge and understanding of Health Sciences Education program needs, administrative functions, trends and patterns, demands, preferences, and services needed to support program delivery models.
• Strong analytical, organizational, and time management skills.
• Working knowledge and experience in developing, managing, and maintaining databases, which includes demonstrated ability to extract raw data in meaningful and user-friendly reports.
• Experience in monitoring and reconciling accounts.
• Strong interpersonal skills, which include proven oral and written communication skills.
• The successful candidate must be sensitive to student and faculty needs and must have the ability to sympathize and display compassion while enforcing university and program policies.
• The successful candidate must maintain student confidentiality at all times and exercise discretion and diplomacy when working with faculty, staff, and students.
• Expert knowledge of Microsoft Office programs, proficiency with Excel (including pivot tables) and ability to manipulate large data sets.
• A flexible working schedule (which may include occasional evenings and weekends) is a requirement of this position.

We thank you for your application. Please note that only those candidates selected for an interview will be contacted.

How To Apply

To apply for this job, please submit your application online.

Vaccination Mandate - FHS

This position is located in a host hospital or other healthcare site that has an active vaccination mandate in place. Successful applicants will need to comply with these and any other health and safety measures necessary as part of their appointment.