Pre-Clerkship Coordinator, College of Medicine (Regina, SK)

Pre-Clerkship Coordinator, College of Medicine (Regina, SK)

Primary Purpose: Provide central oversight and manage the administration of Pre-clerkship in the Undergraduate Medical Education program on the Regina Campus. Ensure seamless and consistent program delivery across all sites and compliance with accreditation standards.

Nature of Work: Reporting to the Associate Dean, Regina Campus and Associate Dean - Undergraduate Medical Education (UGME) through the Finance and Administration Manager for the Regina Campus. The Pre-clerkship Coordinator will build and maintain professional relationships with various stakeholders including students, faculty, departmental colleagues, and outside agencies. This position will work as part of a team as well as independently. This position requires the ability to work under pressure in a fast-paced environment while balancing competing deadlines and multiple tasks. Some travel within the province may be required.

• Working as an integral team member of the College of Medicine (CoM) undergraduate medical education (UGME), the Coordinator will liaise between the Saskatchewan Health Authority, Academic Health Sciences (AHS) in Regina and the College of Medicine to ensure the successful implementation of the pre-clerkship program in Regina. This will include hands-on operational involvement in all aspects related to the pre-clerkship delivery in Regina
• The coordinator is also responsible for and accountable to ensure that all legal health and safety requirements are followed within the pre-clerkship program, Regina campus.

Accountabilities: Contributing actively to problem-solving and decision making, including participating in team meetings.

• Managing any extraordinary issues or challenges that arise.
• Managing matters pertaining to the Regina pre-clerkship operations, including but not limited to: curriculum, curriculum delivery, and faculty involvement.
• Monitoring matters pertaining to infrastructure (facilities, information technology, etc.) in conjunction with AHS/COM leadership.
• Tracking, analyzing, reporting pertinent information Recruitment needs Responding to/clarifying standardized and volunteer patient statistics Student movement through the undergraduate program Physician involvement in pre-clerkship delivery Lecture hours originating in Regina
• Coordinate program implementation needs with the SP/VP, Sensitive Exam Training Associate, and simulation programs as they relate to the pre-clerkship program.

Facilitating the delivery of the pre-clerkship program to ensure successful implementation in Regina in relation to:

• Act as the onsite lead for Objective Structured Clinical Examination (OSCE) including but not limited to scheduling, organizing examiners, working with provincial team, and day of management. Collaborating with the provincial and local UGME team on planning curriculum delivery and implementing it at the Regina campus
• Participating in relevant UGME program meetings and committees, both provincially and at the Regina campus
• Coordinating delivery of some curriculum modules.
• Ensuring resources are in place for the module delivery; identifying resources needs to leadership.
• Contributing to the recruitment of Regina based faculty.
• Being aware of recruitment challenges and opportunities.
• Problem solving with the team to meet recruitment needs.
• Providing guidance related to medical education and processes.
• Assisting with student meetings and student documentation (relates to both professionalism and academic matters).
• In collaboration with the faculty Year Chair or Year Coordinator, monitoring student academic progress and challenges, including developing methods and work standards for monitoring academic progress.
• Facilitating remediation planning for Regina students, working with the Academic Support team and Office of Student Affairs.

Faculty (physician and non-physician)

• Attending meeting with new faculty to promote teaching opportunities.
• Orienting and supporting Regina-based faculty to teaching expectations, tools, access to software, etc. to portfolio related work.
• Receiving concerns about faculty, conducting analysis of the concern, and presenting the concern to appropriate Regina-based CoM leadership for action.
• Identifying and sharing resource needs related to faculty to leadership.

Developing and maintaining an excellent working relationship with student cohorts:

• Contributing to the provision of supportive and inclusive learning environments for students
• Leading the Regina-based student orientations.
• Supporting the students’ success at the Regina campus: Meeting with the Regina student representatives regularly to address concerns, to share information, and to discuss how to maintain a positive learning environment in Regina Leading the Regina Pre-clerkship Feedback sessions Participating in accommodation planning, remediation planning, professionalism reviewing, and other student meetings Working with the OSA to identify and address student issues Working with UGME program designates to review exams, identify knowledge gaps, and design learning or remediation plans to address student needs Addressing individual student needs as they arise, collaborating with CoM and SHA partners to meet student needs.
• Obtaining constructive feedback from students as to their educational experience.
• Monitoring program feedback tool, attendance tracking, low (academic) performance flags and forwarding to the appropriate individual for action.
• Knowledge and expertise in all the different student information systems currently being used. One45, Canvas, CONCUR, Team Dynamix, MIDAS, etc.

Education: A degree in a related field is required. (primarily Health Care, Administration, Education, Adult Education, Human Resources, or Psychology). A combination of education and experience may be considered.

Experience: At least 2-3 years of related experience. Experience working in an institutional environment would be considered an asset. Experience working and collaborating in diverse and inclusive settings is required.

Skills: Strong evidence of relationship building, demonstrated professional maturity, judgment and decisiveness, exceptionally strong written, verbal, research, organizational and communication skills.

• Ability to locate needed resources, connect “supply and demand” and facilitate communication and development of sustained connections.
• Ability to take initiative and be self-directed, ability to work collaboratively, with polished presentation, written and interpersonal communication skills, proven strategic planning skills.
• Ability to foster a cooperative work environment within a complex partnership/organizational structure.
• Ability to provide technical guidance and leadership to professional staff and clientele in the field.
• Energetic, showing leadership in a highly collaborative manner.
• Demonstrated ability to think and act strategically and exercise diplomacy and creativity in solving issues.
• Proven ability and creativity in negotiating mutually beneficial solutions.
• Ability to make data-driven decisions and demonstrated commitment to quality.
• Demonstrated experience in project management and being highly organized.
• Proficiency with contemporary computer applications including student information program.

This position is in scope of the Administrative and Supervisory Personnel Association.