Vacancy Detail

Medical Education Associate

Department: Academic Affairs
Program: Medical Affairs
Status: Regular Full Time
8 Hour Shifts, Days Schedule (Subject to Change)
Location: Oshawa
Wage Schedule: $28.120 - $38.240 per hour
File Number: 2500000410

JOB SUMMARY:

The Medical Education Associate works collaboratively with the appropriate individuals (Trainees, Preceptors, Education Leads, Staff, Leadership, etc.) to co-ordinate and support Medical Trainee placements across Lakeridge Health (LH) and ensure the efficient and effective operation of the Academic Affairs portfolio.

The Medical Education Associate is responsible for the administration of a comprehensive range of medical education processes that ensure and support due diligence around integration, liability, accountability, risk management and evaluation.

The Medical Education Associate works cooperatively with LH Staff and academic agencies to coordinate, manage, develop, and improve education opportunities, prioritizing on an ongoing basis to meet strict deadlines.

The role is the operational liaison with internal & external contacts (Trainees, Preceptors, Education Leads, Academic Partners, Agencies, etc.) regarding the medical education program and related issues.

DUTIES AND RESPONSIBILITIES:

Facilitate Medical Trainee Rotations:
" Work with the Medical Education Coordinator (MEC) to match Medical Trainee rotation requests with available Physician Preceptors within assigned departments.
" Forward or redirect requests for information about the Medical Trainee placement process to the MEC.
" Work with Education Leads and Preceptors to determine capacity to take Medical Trainees and the types and training levels that can be accommodated (e.g., layered learning).
" Assist with evaluating the availability and suitability of placement opportunities based on Preceptor/department capacity and the needs of our academic partners.
" Work with Manager and MEC to develop and maintain an inventory of capacities within departments at LH.
" Alert the MEC or Manager of departmental changes which may impact capacity inventory.
" Support the integration of Medical Trainees in assigned departments across all sites.
" Collaborate with Academic Affairs and LHEARN Associate (AALA) to maintain a list of those in the department with a Faculty appointment
Communication and Liaison:
" Establish and maintain effective communication with Education Leads, Preceptors, Leadership and other relevant LH team members that interact with assigned departments.
" Support Preceptor/Faculty engagement, relationship management, and professional development (e.g., communicate Faculty development opportunities, education as standing item at department meetings, etc.).
" Support external partnerships and explore opportunities with community organizations related to assigned departments (e.g., Physicians office, offsite clinics, Back Door Mission, etc.).
" Communicate with relevant parties in the academic/hospital network to ensure understanding of LH policies, procedures and processes and how they pertain to Learners.
" Work with stakeholders throughout the organization to promote participation, standardization and alignment across all departments and programs involved in medical education.
" Identify and connect with corresponding program coordinators and assistants at academic institutions.
Administrative Support:
" Develop a standard rotation information sheet to be used in all departments engaged in medical education. Complete and maintain an information sheet for each assigned department.
" Provide scheduling support to assigned Education Leads, Preceptors, departments/services (daily Learner schedules, call schedules, formal teaching schedules, office schedules, etc.).
" Support the development of presentations, program plans and other materials relevant to assigned departments.
" Book space for meetings, rounds, formal teaching sessions, etc.
" Assist in the coordination, planning and administrative implementation of curriculum changes as required.
" Provide support for completing and submitting evaluations.
" Assist with the development and coordination of formal teaching sessions as academic programs develop (e.g. interprofessional colleagues).
" Collaborate with AALA to manage and maintain information related to medical education on the LH website and OASIS (as appropriate).
" Provide project management and special event support to advance the academic mandate at LH.
Documentation and Record Keeping:
" Collaborate with medical affairs coordinator to validate and appropriately direct Preceptor stipends.
" Review and verify confirmed rotations in NirvSystem, periodically cross referencing with MEC for accuracy.
" Run schedules and activity reports for assigned departments when requested.
Rotation Specific Orientation and Training:
" Ensure rotation specific resources and information sheets are available and updated in the NirvSystem Library.
" Develop and maintain department orientation e-modules for NirvSystem.
" Participate in the rotation/department specific onboarding and orientation of Medical Trainees.
" Ongoing coordination with the MEC regarding IT requirements to ensure access is specific to the Medical Trainee roles and training modules are assigned and updated accordingly.
" Coordinate and invigilate medical school exams as necessary.
Problem Resolution:
" When additional capacity is needed support meetings for Academic Affairs and Education Leads to discuss.
" Support Learner wellness and encourage Trainees to contact the Regional Learner Advocate when appropriate.
" Ensure Trainees are aware of the process to report concerns and collaborate with Academic Affairs Leadership to ensure issues are addressed.
" Escalate concerns identified by department members to Manager of Academic Affairs.
Quality Improvement:
" Alert MEC and Manager when there are changes to typical academic activity or expected volumes/level of Trainees needed to support academic activity/clinical teaching units.
" Review and report feedback about the learning experience at LH and look for opportunities to improve.
" Assist in the development and implementation of formal evaluation mechanisms and initiatives.
" Work in conjunction with Academic Affairs Leadership to support process improvements.
" In conjunction with Academic Affairs Leadership, develop mitigation strategies to manage risk.
" Collaborate with Academic Affairs colleagues to redevelop and implement the Preceptor appreciation program.
Regulatory Compliance:
" Ensure schedules and facilities comply with applicable laws, policies, standards, and guidelines (i.e., PARO).
" Assist in the development of Academic Affairs policies and procedures.
Data Analysis and Reporting:
" Work with the MEC to arrange meetings between chiefs and Medical Trainees from highly sought specialty programs that may support recruitment efforts. Adopt scheduling practices that allow program leaders to evaluate that potential.
" Create monthly summary reports, celebrations and accomplishments for department meetings and other reports.
" Validate Medical Trainee Days as required by the MEC.
" Assist the MEC with processing financial transactions for assigned departments.
Professional Development:
" Stay abreast of best practices and advancements in medical education.
" Pursue professional development opportunities to enhance skills and knowledge in the field.
" Ensure skills are current to optimize use of computer applications (Excel, Outlook, Word, PowerPoint, etc.).

REQUIREMENTS:

" Office Administration Diploma or equivalent combination of education and experience.
" Experience in an administrative support and/or coordinator role, ideally in a healthcare or academic setting.
" High degree of proficiency in all MS Office programs (Excel, PowerPoint and Word).
" Excellent Communication and interpersonal skills to interact effectively with all levels of staff within the organization as well as external parties.
" Strong organization, prioritization and time management skills to effectively to meet deadlines.
" Ability to multitask and work in an environment with frequent interruptions to effectively manage numerous requests from multiple sources.
" Proven ability to take initiative and exercise good judgement
" Must possess initiative, high integrity and be highly detailed and results oriented.
" Ability to travel to all Lakeridge Health sites.

CONDITIONS OF EMPLOYMENT:

The terms and conditions of employment are in accordance with Lakeridge Health's policies and procedures.

Lakeridge Health thanks all applicants, however, only those selected for an interview will be contacted.

Successful External applicants must provide a satisfactory Criminal Investigation Reference for the vulnerable sector, dated within the past six (6) months.

Accommodation will be provided in all parts of the recruitment and assessment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Applicants need to make their needs known in advance.

At Lakeridge Health we value inclusion and diversity. We are committed to fostering a culture that is respectful, inclusive and accessible and to employing a workforce that is representative of the diverse community we provide services to. As an equal opportunity employer we welcome applications from all qualified applicants.

Lakeridge Health is committed to providing a safe and healthy work environment and to preventing the transmission of COVID 19 infections among Lakeridge Health team members and our patients. New Lakeridge Health team members will be required to provide proof of full vaccination for COVID-19 during their Post-offer/Pre-employment Health Assessment, subject to any exemptions recognized under the Ontario Human Rights code.