Coordinator, Academic Programs, Family Medicine

Coordinator, Academic Programs, Family Medicine

Primary Purpose

The Coordinator, Academic Programs provides administrative coordination for postgraduate medical education programs within the Department of Family Medicine. The role supports the operational delivery of residency training programs through coordination of program logistics, committee administration, learner tracking, and accreditation-related activities.

Reporting to the Manager, Academic Programs, the Coordinator works closely with the Program Director, Assistant Program Directors, and administrative staff to ensure effective coordination of postgraduate program operations.

Nature of Work

The Coordinator, Academic Programs supports a provincially distributed postgraduate residency program with training occurring across multiple clinical sites and communities. The role operates in a complex academic environment requiring coordination across program leadership, residents, faculty, and administrative teams.

The Coordinator provides administrative support for key program processes including committee coordination, resident data management, scheduling logistics, and program events. The role also supports administrative preparation for accreditation activities and assists with coordination of program initiatives and events.

The position requires strong organizational skills, attention to detail, and the ability to manage multiple concurrent priorities while supporting a distributed medical education program. The role works collaboratively with other departmental portfolios supporting faculty development, community engagement, and program evaluation initiatives.

Accountabilities

Program Coordination

The Coordinator supports the day-to-day administration of postgraduate education activities within the department. This includes coordinating scheduling logistics, supporting program initiatives led by the Program Director and Assistant Program Directors, maintaining administrative documentation, and ensuring that operational processes supporting residency training programs are effectively organized.

The role provides administrative support to program leadership by coordinating calendars, scheduling meetings, organizing program-related communications, and supporting logistical arrangements for program activities and initiatives. The Coordinator provides administrative and operational support to ensure program leadership activities, meetings, and priorities are coordinated efficiently.

The Coordinator contributes to the coordination of residency program activities across distributed sites and assists with the implementation of program initiatives that support learners and faculty involved in postgraduate education.

Committee Administration

The Coordinator provides administrative support for governance and operational meetings associated with postgraduate education and departmental activities. This includes coordinating meetings of program committees such as the Residency Program Committee and related subcommittees, as well as supporting departmental committees including selection meetings, APD meetings, Foundations meetings, CaRMS meetings, and departmental operations meetings.

The role coordinates meeting logistics, prepares agendas and supporting materials, records meeting minutes, and maintains documentation related to committee discussions and action items. The Coordinator supports follow-up on action items and contributes to ensuring that communication between program leadership, committee members, and administrative teams is effectively coordinated.

Program Compliance and Tracking

The Coordinator supports administrative processes that ensure residents meet program requirements related to certification examinations, mandatory training activities, and institutional policies. The role assists in coordinating logistics associated with certification examinations, required workshops, and mandatory training activities, and supports the tracking of resident completion of required training and program documentation.

The Coordinator maintains administrative records related to resident compliance with program and institutional requirements and assists with monitoring completion of mandatory educational activities and policy acknowledgements through departmental and institutional learning platforms.

Program Logistics and Events

The Coordinator assists in organizing logistical aspects of postgraduate education activities and events. This includes coordinating resident retreats, Foundations, program orientations, CaRMS, and other educational events that support resident engagement and program delivery.

The role supports scheduling, room bookings, communications, and coordination of materials associated with these activities, working closely with program leadership and administrative teams to ensure events are effectively organized.

The Coordinator may also assist with recruitment and program-related events such as career fairs, awards coordination, retreats, and other departmental initiatives associated with postgraduate education.

Information and Data Coordination

The Coordinator maintains administrative systems and records used to support postgraduate education programs. This includes maintaining resident lists and program contact information, updating program resources such as SharePoint, and assisting with the management of educational administration systems used to support program operations.

The role assists with the collection and organization of program-related data, including examination results, resident progression information, and other data used to support program reporting and evaluation activities. The Coordinator supports the preparation and collation of information required for program review, accreditation preparation, and internal reporting processes.

The Coordinator contributes to maintaining accurate program documentation and supports administrative coordination related to data management and reporting across postgraduate education activities.

Occasional travel may be required to support program activities, conferences, or departmental initiatives associated with postgraduate education.

The Coordinator may be required to support additional program activities and initiatives related to postgraduate medical education as assigned.

Qualifications:

Education: Completion of an undergraduate degree in business administration, education, or health related discipline. A combination of education and experience may be considered.

Experience: A minimum of five years related experience in an academic setting and a demonstrated working knowledge of the University of Saskatchewan, College of Medicine and Saskatchewan Health Authority is required. Experience working in a diverse and inclusive work environment is required. Proven ability to work independently and collaboratively in a high functioning confidential team environment with a demonstrated commitment to ongoing program development is an asset. Supervisory experience is an asset. Experience fostering effective relationships with internal and external partners and stakeholders.

Experience working in a diverse and inclusive work environment is required. The successful candidate will demonstrate the ability to work both independently and collaboratively within a high-functioning, confidential team environment and show a commitment to supporting ongoing program development and improvement.

Experience supervising or coordinating the work of administrative staff is considered an asset. Experience building and maintaining effective relationships with internal and external partners and stakeholders is also an asset.

Skills:

This position regularly interacts with a diverse group of individuals including faculty, staff, and learners. The role requires strong interpersonal and communication skills and a high level of attention to detail, particularly when maintaining records and preparing correspondence.

The successful candidate will demonstrate strong analytical, written, and verbal communication skills, and the ability to function effectively in a high-volume environment with competing priorities and deadlines while maintaining accuracy and efficiency. The role requires strong organizational, time-management, problem-solving, decision-making, and multitasking skills.

The position requires the ability to work independently with limited supervision while maintaining a courteous, professional, and service-oriented approach. A strong orientation toward supporting learners and faculty within a medical academic environment is essential.

The successful candidate should also demonstrate the ability to identify opportunities for improvement in administrative and educational processes and contribute to initiatives that enhance program delivery. Travel may be required.