Administrative Assistant - Education (2023-5312)

The Student Services team, part of the Education Department at Sunnybrook Health Science is currently seeking a highly organized, detailed and results-oriented individual to help support a superior student experience for all learners

The Administrative Assistant for Undergraduate Medical Education is a part of the Student Services team at the Education Centre, Sunnybrook. The role is responsible for creating a remarkable experience by helping our learners have a positive learning experience, particularly with undergraduate medical students curricular delivery, orientation and registration. The role is often the first point of contact for our medical students during onboarding and plays an essential role in the Student Services team. This position will provide comprehensive administrative support to Peters-Boyd Academy medical student curriculum coordination by liaising with MD Program, University of Toronto. A successful candidate will be expected to work both independently and as part of a team.

The individual will work closely with the Student Services staff and deal directly with Students, Interns, Residents, Fellows, and Clinical Instructors.

Summary Of Duties

• Ensure all curricular guidelines provided by the universities/colleges are followed as appropriate.
• Ensure the smooth running of the Peters-Boyd Academy undergraduate medical education curricular delivery across all student types, (e.g. recruit tutors/preceptors, recruit patients, secure classrooms, equipment, and technology to enable learning; arrange and disarrange classrooms; collate handout packages, managing evaluations; etc.)
• Provides excellent interpersonal communication while supporting schedules, room bookings, sets up rooms and communicates meetings and orientation sessions for students and clinical instructors/educators/tutors/supervisors.
• Provide assistance for student/tutor/supervisor/patient volunteer inquiries, orientation, registration, curriculum coordination, student events, student and preceptor recognition initiatives etc.
• Collaboratively liaises with internal and external partners to facilitate student programming, student curricular events and student coordination across all areas of Sunnybrook campuses while responding to a high volume of student and faculty inquiries.
• Conceive of, plan, manage and coordinate orientations, curriculum implementation and education events. This includes establishing relationships with faculty to lead these programs; inviting them to teach sessions and negotiating student placements.
• Supports the recruiting and tracking of clinical instructors/educators/tutors/supervisors, and patients student curriculum.
• Collaborating with and supports other educational coordinators to provide additional student services.
• Provide administrative support in the registration of all learners. This includes, but is not limited to addressing learner enquiries, entering and tracking registration in NirvSystem, requesting and issuing computer access, managing and tracking hospital items deposits, etc.
• Assist with tracking of student data ex. medical student absences; compliance of mandatory prerequisites, medical trainee days etc. and provides reports as needed.
• Proactive and continuous improvement of the Student Centre activities including revamping and assisting in implementation of programs
• Other duties as assigned
• Provide administrative support for cross coverage during sick days and vacation
• Coordinates all aspects of the student evaluations and examinations (confirming requirements are met; managing the exam schedule, recruiting examiners and patients, etc.)

The role will also support other activities related to enhancing the experience of learners at Sunnybrook.

Qualifications/Skills

• Ability to deal with fluctuating workloads and balance competing priorities
• Prior work experience with learner databases (HSPnet, POWER, NirvSystem, MedSIS, etc.)
• Advanced computer skills in MS Office, particularly Excel and Access
• Strong organizational and time management skills
• Takes initiative; demonstrates creativity and flexibility
• Superb interpersonal and communication skills (oral and written)
• Ability to follow hospital policies and procedures as well as current legislation
• Post Secondary or Community College with recent related work experience required
• Possesses exceptional attention to detail
• At least 1 year of practical experience required in a student environment e.g. university/college, student support services, academic training hospital/medical education department.
• Team oriented
• Demonstrated effective critical thinking and strong problem solving skills