Postgraduate Coordinator, PGME Office

NOSM University
Greater Sudbury, ON

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Détails du poste

Il y a 7 jours

Profil recherché

Microsoft Powerpoint
Microsoft Word
Français
Microsoft Excel
Microsoft Outlook
Études postsecondaires
Anglais
Recherche
Microsoft Office
Baccalauréat
SharePoint
Affaires

Description complète du poste

The Postgraduate Coordinator (Postgraduate Medical Education Office – PGME Office) reports directly to the Manager, Postgraduate Medical Education Office and coordinates and performs complex administrative duties which support all aspects of the PGME Office and NOSM University’s (NOSM U) medical residency training programs in Northern Ontario (Royal College Programs, and Family Medicine Programs including PGY3 Programs). The role assists the Manager, PGME Office in coordination, planning, information management, communication with both internal and external stakeholders, and project development related to PGME wide initiatives focused on core PGME Office Operations, PGME Office compliance with provincial and national policies and standards and central support of NOSM U’s residency programs.

This position is covered by the Terms and Conditions of the OPSEU Unit 677 Collective Agreement (Unit 2). A copy is available on the NOSM University website.

Responsibilities

Tasks may include but are not limited to the following:

Responsible for the administration, coordination and communication of the core processes, policies, guidelines, systems and operations of the PGME Office team related to all aspects of central PGME office functions and in collaboration with the Postgraduate Medical Education Office Manager and Administrative Assistant, PGME Office.
Coordination and support for the development and operation of fellowship training and other international PGME learner programs.
Participates on, coordinates and supports committees and working groups.
Works closely with the PGME Office Manager to draft project plans within the Office, and to assist the PGME Office Manager in monitoring deliverables.
In collaboration with the Manager, PGME Office, develops, manages and maintains a PGME Office Annual Planning Calendar outlining key dates and priority periods for core operations.
Works closely with PGME Office Manager, and PGME Accreditation and Administration Officer, to build, roll-out, monitor and report on QI initiatives related to CanRAC Accreditation requirements for Office QI projects.
Acts as a liaison internally and externally ensuring PGME Office compliance with provincial and national policies and standards and central support of NOSM U’s residency programs.
Under the guidance of the PGME Office Manager, assists with the development, maintenance and communication of office processes and standard operating procedures and ensure process compliance with central NOSM U policy and procedures.
Coordinates the Fall internal and Spring External resident transfer processes.
In collaboration with PGME Office Manager, develops and maintains communication strategies and resources to ensure both easily accessible and broad distribution of critical information related to core PGME Office Operations to PGME Residency Programs, Faculty, Staff and Residents.
Resolves administrative problems by proactively and independently analyzing information; identifying and communicating solutions to stakeholders.
Builds and maintains administrative workflows by developing and following processes, coordinating tasks within the process, and continuing the workflow to completion.
Maintains rapport with learners, clinical teachers, managers, and employees by arranging continuing contacts; researching and developing new services and methods; setting priorities; resolving problem situations.
Proposes and oversees process improvements to increase efficiencies and find synergies across the PGME Office, PGME Unit and while working collaboratively with other NOSM U units.
Represents the interests of the Postgraduate Medical Education Office Team on various committees or at postgraduate activities as delegated.
Provides occasional back-up and support to the PGME registration, reporting, credentialling and resident selection processes as part of the PGME Office’s team-based approach, when required and as directed.
Assists the Postgraduate Medical Education Office in coordinating special events (e.g. Orientation, PGMEC Faculty Development Retreat, CaRMS interview processes, etc.).
Coordinates the day-to-day activities of the support positions (e.g. Administrative Assistant, Student Assistant, Temporary Agency Help, etc.) assigned to various PGME Office functions.
Ensures web content for any PGME Office site is frequently updated.
Oversees management and access to PGME Office SharePoint site and works to continuously refresh and develop the content to meet program staff and management resource needs.
Organizes information sessions for the PGME Office and other NOSM University offices to facilitate residency program coordinator and staff training and support (eg. Coffee Talks, PARO Training Sessions).
Performs other duties as assigned.

Qualifications

Education

A University degree in a related discipline (e.g. Education, Business, or Social Sciences degrees, or advanced degrees in these disciplines, would be considered an asset) from a recognized university with Canadian accreditation or an equivalent combination of education and experience is required.

Knowledge, Skills and Abilities

Minimum of three (3) years of related experience is required
An understanding of the postgraduate medical residency education environment and health education system in Northern Ontario and Canada
Familiarity with relevant occupational health issues is an asset
Experience in interpreting, explaining and applying policies and procedures
A well-established reputation for appropriate discretion and confidentiality is an asset
Demonstrated experience recording and transcribing formal and/or informal ‘real-time’ minutes is an asset
Familiarity with customer service best practices
Microsoft Office proficiency (Word, Excel PowerPoint, Outlook, SharePoint, Teams, One Drive, Microsoft Forms) is required
Ability to conduct internet searches and manage email is required
Experience in assisting with research, including literature searches, is an asset
Must be able to communicate effectively in English (verbally, written and comprehension)
Experience in developing and delivering training or curricula is an asset
French language skills are considered a strong asset
Knowledge of basic office practices and procedures is required
Ability to work early mornings, evenings and/or weekends, as required
Experience in the medical or post-secondary education environment is an asset
Knowledge of The Occupational Health & Safety Act and Regulations that apply to the work being performed is an asset

Language

Must be able to communicate effectively in English (verbally, written and comprehension)
French/Indigenous language skills would be considered asset

Working Conditions

Extended periods of sitting
Interaction with employees, management, and the external stakeholders
Working in a busy office and virtual environment with frequent interruptions
Occasional overtime and travel

Interested candidates are submit a resume along with verification of academic accomplishments quoting the competition number # 2026-2131-MV no later than June 4, 2026 at 4:00 PM to:

NOSM University
Attention: Human Resources
935 Ramsey Lake Road, Sudbury, Ontario P3E 2C6
Email: [email protected]
Fax: (705) 671-3880

NOSM University offers accommodation for applicants with disabilities throughout its recruitment processes. If you require accommodation during the recruitment process, or require an accessible version this posting, please contact Human Resources via email at [email protected].

NOSM University invites applications from all qualified individuals. NOSM University is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Indigenous people, persons with disabilities, and persons of any sexual orientation or gender identity.

NOSM University does not use AI in our hiring process.

NOSM University needs to gather information about applicants’ status as either Permanent Residents of Canada or Canadian citizens. Applications need not identify their country of origin or current citizenship; however, all applications must include one of the following statements:

“I am a Canadian citizen or permanent resident of Canada.”

“I am not a Canadian citizen or permanent resident of Canada but I am legally eligible to work in Canada.”

“I am not a Canadian citizen or permanent resident of Canada or otherwise legally eligible to work in Canada.”

While all responses are appreciated and will be handled with the strictest confidence, only those being considered for interviews will be acknowledged.

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Responsibilities

Qualifications

Education

Knowledge, Skills and Abilities

Language

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