Undergraduate Program Coordinator, Course Build & Tutor Recruitment, College of Medicine

Undergraduate Program Coordinator, Course Build & Tutor Recruitment, College of Medicine

Unit/Department Description

The College of Medicine’s Undergraduate Medical Education (UGME) program delivers a distributed medical education model across multiple campuses and communities. This role supports the coordination of core academic operations including course delivery, registration processes, and tutor recruitment to ensure a high-quality and consistent educational experience for MD learners across Saskatchewan.

Primary Purpose: To coordinate course build, registration related processes, grade entry, and tutor recruitment activities for the Undergraduate Medical Education (UGME) program, ensuring accurate, efficient, and consistent delivery across all distributed campuses.

Nature of Work: Reporting to the Program Manager, UGME, this position operates in a fast-paced, highly collaborative academic environment requiring a high degree of organization, judgment, and attention to detail. The role involves coordinating complex processes across multiple systems and campuses, balancing competing deadlines, and working closely with faculty, staff, and distributed site stakeholders. The position manages urgent cancellations, is high volume, time sensitive, and may require attention outside regular hours; these prompt actions occur across multiple systems and teams. This reduces negative impacts on student learning. The incumbent exercises discretion in interpreting policies, resolving issues, and ensuring data accuracy. This role is located in Saskatoon

Typical Duties or Accountabilities:

Course Build, Registration, Grade Entry

• Coordinate and manage Teaching, Learning and Student Experience (TSLE) and university processes related to course build, student registration, and room scheduling for undergraduate courses and examinations across all campus sites
• Ensure accuracy and integrity of course scheduling, and registration data within institutional systems
• Liaise with administrative staff and distributed site teams to support timely course setup and delivery
• At the time of admission, ensure student learning site is accurately reflected
• Changing Year in Program for all students after successful promotion
• Support registration and space curriculum requirements, including updates related to year-in-program adjustments
• Ensure learners are registered in courses in timely manner
• Monitor timelines and ensure compliance with institutional policies and deadlines
• Enter grades for all MEDC courses

Tutor Recruitment & Workforce Planning

• Develop, deliver, maintain, and continuously enhance tutor recruitment processes for Years 1–5
• Collaborate with the undergraduate administrative team to determine tutor requirements and assess the available tutor pool
• Implement recruitment strategies to ensure sufficient and qualified tutor coverage across all sites
• Maintain and enhance tools for recruiting faculty for learning experiences in Pre-Clerkship
• Build strong working relationships with distributed campuses to align recruitment and engagement efforts in conjunction with the Faculty and Learning Environment Director
• Partner with the Skilled Academic Generalist Educator (SAGE) Director to develop and refine tutor recruitment strategies

Policy, Standards & Training

• Create, maintain, and deliver education on tutor recruitment policies, processes, and standards
• Ensure consistency and alignment of recruitment practices across distributed sites
• Develop tools, guidelines, and documentation to support standardized processes
• Provide guidance and support to administrative staff involved in recruitment and scheduling

Curriculum & Data Coordination

• Inform support staff of tutoring assignments to maintain accuracy in the curriculum management system
• Ensure alignment between tutor assignments, course delivery, and system data
• Support reporting and data quality initiatives related to course and tutor allocation

This is a new position and therefore, other duties may be assigned as capacity is identified.

Education: Bachelor’s degree in education, administration, health sciences, or a related field

Equivalent combination of education and experience may be considered

Experience:

• Minimum 3–5 years of relevant experience in academic or administrative coordination
• Experience with course scheduling, registration systems, or curriculum management tools
• Experience in recruitment, workforce planning, or process improvement is an asset
• Familiarity with USask systems and software
  
  Skills:
• Strong organizational and time management skills with the ability to manage multiple priorities
• Excellent interpersonal and communication skills with the ability to build relationships across diverse teams
• High level of accuracy and attention to detail, particularly with data and systems
• Problem-solving and analytical skills
• Ability to interpret and apply policies and procedures
• Proficiency in institutional systems and tools related to scheduling, registration, and curriculum management
• Ability to work independently and collaboratively in a team environment