Program Assistant (UME/PGME Scheduling Coordinator)
Western University
London, ON
Classification & Regular Hours

Hours per Week: 35

Salary Grade: Level N

Please note, this is a temporary full-time contract opportunity with an expected end date of April 30, 2021 to cover a secondment. Secondments are welcome.

About Western

Western University delivers an academic experience second to none. Western challenges the best and brightest faculty, staff and students to commit to the highest global standards. Our research excellence expands knowledge and drives discovery with real-world application. Western attracts individuals with a broad worldview, seeking to study, influence and lead in the international community. Since 1878, The Western Experience has combined academic excellence with life-long opportunities for intellectual, social and cultural growth in order to better serve our communities.

About Us

The Schulich School of Medicine & Dentistry provides outstanding education within a research-intensive, distributed learning environment where tomorrow’s physicians, dentists and health researchers and other scholars learn to be socially responsible leaders in the advancement of human health. The Schulich School of Medicine & Dentistry is the largest Faculty on the Western University campus and employs over 2,000 part time and full time faculty and over 1,500 staff.

The Schulich School of Medicine & Dentistry’s Office of Distributed Education is part of the Education Portfolio of the Dean’s Office. It is funded by the Ministry of Health and Long Term Care and is one of Canada’s largest distributed medical education programs. It is comprised of an Assistant Dean, Rural Regional Community Engagement, a Manager, and 600+ preceptors located in over 60 communities located throughout Southwestern Ontario. Schulich Medicine’s Distributed Education office facilitates rural and regional education and training opportunities to undergraduate and postgraduate learners.


The Program Assistant (UME/PGME Scheduling Coordinator) provides administrative expertise for aspects of undergraduate medical education (UME) and postgraduate medical education (PGME) related to the scheduling of UME electives, clerkship and resident rotations (approx. 1200 rotations per year), on behalf of Schulich’s 14 clinical departments, throughout southwestern Ontario. The incumbent is responsible for coordination and oversight of the community-based UME elective opportunities, including MedLINCS, Summer Electives, 4th Year Electives, and Rural Regional (RR) visiting student electives. The Program Assistant contributes to community engagement strategies, ensures seamless coordination of rural regional learner placements, and collaborates with Community Hospital personnel to ensure all necessary supports are in place for electives, clerks and residents completing a rural regional rotation.


  • 3 year Community College Diploma in Business Management/Administration or Healthcare Administration
  • Undergraduate University Degree is preferred
  • 3 years’ experience providing administrative support and coordinating logistics of, and delivering, specialized programs in an academic or healthcare environment
Knowledge, Skills & Abilities:
  • Knowledge of the requirements of residency training and undergraduate education would be an asset
  • Familiarity with Ontario's legislation relating to equity and discrimination preferred
  • Knowledge of Western University and in particular, the Schulich School of Medicine & Dentistry policies and guidelines preferred
  • Familiarity with cross-cultural differences and norms, sensitivity to individuals' ethnic backgrounds, religious customs, beliefs and expectations, with the ability to establish rapport with people from diverse backgrounds
  • Demonstrated ability take initiative, to work independently and follow through on work assignments
  • Ability to multi-task and maintain an organized and effective personal work environment
  • Adapts readily and effectively to changing priorities and demands
  • Competency to maintain confidentiality and treat sensitive information with discretion
  • Demonstrated ability to understand and resolve external and internal partner issues
  • Ability to make appropriate decisions and resolve issues by identifying the critical elements of a problem situation and considering each aspect
  • Ability to interact professionally with students, staff, faculty, and other members of the University community
  • Ability to work independently and effectively as a member of the team to achieve department goals
  • Excellent verbal and written communication skills and confidence dealing across all levels of an organization
  • Demonstrated ability to manage multiple activities on a daily basis with strict deadlines
  • Professional manner, tact, diplomacy and discretion in dealing with internal and external clients
  • Excellent interpersonal skills with the ability to provide a supportive and friendly environment for trainees
  • Intermediate proficiency required in Microsoft Office in order to prepare emails, correspondence, announcements, and to input data into spreadsheets and databases
  • Familiarity with software applications used by Western preferred – e.g. OWL, Cascade, PeopleSoft, Mustang Market, specialized scheduling software
  • Valid driver’s license with access to a vehicle to travel within the city and surrounding areas
Union Statement

Western welcomes applications from all qualified individuals; however, it is the university's policy to give first consideration to all qualified UWOSA applicants.

Western Values Diversity

The University invites applications from all qualified individuals. Western is committed to employment equity and diversity in the workplace and welcomes applications from women, members of racialized groups/visible minorities, Aboriginal persons, persons with disabilities, persons of any sexual orientation, and persons of any gender identity or gender expression.

Accommodations are available for applicants with disabilities throughout the recruitment process. If you require accommodations for interviews or other meetings, please contact Human Resources at or phone 519-661-2194.

Please Note:
We thank all applicants for their interest; however, only those chosen for an interview will be acknowledged.