Program Coordinator Rural Medicine, College of Medicine

Program Coordinator Rural Medicine, College of Medicine

Primary Purpose:

The Rural Medicine Program Coordinator plays a central role in supporting the academic and operational success of the SLIC program within the Rural Medicine Unit. This position is responsible for the oversight and coordination of day-to-day program operations; including but not limited to scheduling, curriculum and exam planning, timetabling, part-time teaching support, course evaluations and oversight and upkeep of equipment and consumables. The Program Coordinator works with the site staff to ensure that administrative processes run smoothly and align with the strategic goals of the Rural Medicine Unit and the broader College of Medicine. This role also contributes to the continuous improvement of program delivery by identifying opportunities for operational efficiency and supporting a high-quality student and faculty experience.

Nature of Work:

The Program Coordinator works in a collaborative, student-centered environment, engaging regularly with faculty, staff, students, and external stakeholders. The role requires a high degree of independence, initiative, and problem-solving ability to manage multiple priorities and respond to evolving program needs. Reporting to the Associate Dean of Rural Medicine and receiving day-to-day direction from the SLIC Director and Site Leads, the Program Coordinator will be responsible for and support a cohesive and knowledgeable administrative team, including onboarding and training.

This position serves as the first point of contact for operational matters within the Rural Medicine Unit and is expected to exercise sound judgment in resolving issues or escalating them when necessary. The role will be collaborative and work closely with SLIC site teams, UGME, Admissions and other Departments including the Department of Family Medicine. The person in this role must be adaptable and resilient, thriving in a dynamic environment with frequent change. A commitment to fostering a respectful, inclusive, and supportive work and learning culture is essential, as is a proactive approach to professional development and relationship building.

Accountabilities:

SLIC Administration & Leadership

• Provide leadership and coordination for the Saskatchewan Longitudinal Integrated Clerkship (SLIC) administrative operations across all sites to ensure consistency, efficiency, and alignment with College of Medicine priorities
• Contribute to the strategic direction, planning, and continuous improvement of SLIC programs by identifying emerging needs, operational risks, and opportunities for innovation, and by providing recommendations to the Associate Dean Rural Medicine, SLIC Director, and site leadership.
• Participate in the development, implementation, and evaluation of SLIC operational goals, annual work plans, policies, and procedures, ensuring alignment with program objectives and accreditation requirements.
• Provide day-to-day supervision and leadership to SLIC administrative staff, including recruitment, training, coaching, performance development, and workload allocation.
• Support recruitment, orientation, and retention activities for SLIC administrative personnel in accordance with university policies and procedures.
• Exercise independent judgment in making operational decisions related to scheduling, resource allocation, workflow management, policy interpretation, and issue resolution within established program and university guidelines.
• Assess and resolve complex administrative, student, faculty, and site-related issues, escalating matters with significant academic, financial, reputational, or human resource implications as appropriate.
• Establish and maintain effective working relationships with SLIC sites, physician leaders, faculty, learners, UGME, Admissions, clinical partners, and College of Medicine departments to support program success.
• Monitor service levels, operational outcomes, and administrative processes, implementing improvements to enhance effectiveness, consistency, and the learner and faculty experience.
• Prepare reports, briefing materials, and recommendations for Rural Medicine and SLIC leadership to support evidence-informed decision making and program planning

Program Operations & Coordination

• Coordinate course scheduling, timetable, and classroom and other space bookings
• Liaise with faculty and leadership to ensure teaching support and resources are in place
• Support the SLIC Director to ensure adherence to policy and procedures and support orientation of students to the clinical sites.
• Oversee course evaluations and ensure timely collection and reporting of feedback
• Act as the first contact for student and SLIC program operational issues, escalating as needed
• Assist with onboarding of administrative medical faculty and staff
• Coordinate onboarding for new physician leaders and medical faculty, including access to systems and teaching resources
• Support the development of additional SLIC sites as required to respond to program needs, in collaboration with the Associate Dean Rural Medicine, SLIC Director, local faculty and clinical partners.
• Weekly meetings with Rural Medicine leadership

Student Support and Engagement

• Provide guidance to students on program-related inquiries, policies, and procedures.
• Support student onboarding and orientation activities
• Monitor student progression and alert the SLIC Director when a student is at risk of not meeting program completion requirements

Administrative Support

• Provide confidential, comprehensive, and efficient administrative support for operations
• Support the curriculum and inform admissions processes as required
• Participate in committees and subcommittees as required including the SLIC Subcommittee, Student Academic Management Committee, Clerkship Sub-Committee, and Program Evaluation Committee.
• Ensure deadlines are met, and correspondence is handled professionally and confidentially; adhering to the
• Collect and compile data for internal and external reporting requirements
• Consistently representing the SLIC program and Rural Medicine Unit with professionalism and engagement across all interactions, addressing and communicating concerns promptly, escalating issues as needed
• Maintain and update documentation related to policies and procedures on a regular schedule
• Support the SLIC Director with preparation for program reviews and accreditation processes
• Assist with special projects and other tasks as needed

Equipment & Finance

• Approve routine operational purchases within budget and handle day-to-day transactions
• In collaboration with the CoM Finance and Administration Manager, provide effective administration of Rural Medicine financial resources; supporting operating budgets and other operating, donor-funded, and research accounts.
• Investigate and recommend options for larger purchases
• Coordinate equipment and IT needs for the Unit

Education and Experience:

• A bachelor's degree is preferred
• Completion of a Diploma in Business Administration, healthcare, education, or a related field is recommended
• Minimum of 2 years of experience in a post-secondary or higher education environment is an asset
• A combination of education and relevant experience will be considered

Skills:

• Strong organizational and time management skills with the ability to manage multiple priorities
• Excellent interpersonal and communication skills, both written and verbal
• Proactive in identifying opportunities for improvement and implementing changes
• Proficiency in Microsoft Office Suite
• Familiarity with USask systems (, Banner, Canvas, PAWS, Recruit)
• Ability to work independently and collaboratively in a team environment
• Demonstrated commitment to equity, diversity, and inclusion
• Travel will be required