Program Coordinator, Pgme - Hamilton, Canada - McMaster University

McMaster University

Verified Company

Hamilton, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Schedule
Monday-Friday, 8:00AM-4:00PM

35 hours/week

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

The
Post-Graduate Medical Education (PGME) Office is a multi-faceted team that supports 60 residency and 200 fellowship programs, the respective Program Directors and Administrators, and 1200 trainees at hospital and clinics across Ontario.

We are currently searching for a
Program Coordinator to provide exceptional administrative leadership and guidance to the central PGME office.

The successful incumbent will provide administrative support to, and will work closely with the Associate Dean and Program Manager and Assistant Manager, PGME.

They will be responsible for an important portfolio of projects essential to the work of the PGME office which includes working on a variety of projects, educational initiatives, administration (i.e. PGME awards, human resources, finance, scheduling, etc.), and PGME communications (including website updates).

We are seeking a professional administrator who will display a high degree of judgement, organization, professionalism, accuracy, and confidentiality.

It is essential that the newest member of the PGME team have experience working in a multifaceted, independent/team environment, and have a superior ability to work with competing priorities.

The successful incumbent will be responsible for managing the Associate Dean's schedule, organizing events, and coordinating projects based on strategic goals and priorities.

They will be included in high level meetings and committee work which will include meeting coordination, taking meeting minutes and liaising with multiple stakeholders.

They will lead and facilitate PGME awards, faculty leadership searches, process and track PGME finance, and act as the main liaison between the Royal College of Physicians and Surgeons as well as the College of Family Physicians on behalf the PGME Office.

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