Education Coordinator

Across our three hospitals and eight satellite sites, Scarborough Health Network (SHN) is shaping the future of care. Our many programs and services are designed around the needs of one of Canada’s most vibrant and diverse communities. We are home to North America’s largest nephrology program, as well as the designated cardiac care and spine centre for Scarborough and surrounding communities to the east. We are proud to be a community-affiliated teaching site for the University of Toronto and partner with a number of other universities and colleges, helping to train the next generation of health care professionals. SHN is the recipient of the Excellence in Diversity and Inclusion Award, from the Canadian College of Health Leaders, for our work led by the Organizational Development and Diversity Department on our Leading edge Communities of Inclusion, Inclusion Calendar and our innovative Health Equity Certificate programs. We are also proud to be named Canada’s Most Admired Corporate Cultures for 2023! Learn more at shn.ca

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.

• Track, reconcile, and process preceptor payments, teaching hours, and Medical Trainee Days (MTDs).

• 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.

Accommodation and Diversity Statement:
Scarborough Health Network (SHN) embraces and celebrates our community’s unique multicultural heritage and diversity. SHN is an equal opportunity employer, dedicated to a culture of inclusiveness and diversity reflecting our diverse patients, staff and community alike.
We are committed to fostering an environment of equity and inclusivity where every person can work and receive care safely, openly and honestly. All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, gender identity or expression, sexual orientation, nation of origin, genetics, disability, age, veteran status, marital or family status, belief system, or other factors related to one’s personal identity and/or values.
We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.

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