Undergraduate Medical Student Coordinator
Department: Obstetrics, Gynecology, and Newborn Care
Location: Ottawa, ON, Canada (Hybrid Work Model)
Employment Type: Full-time, Permanent
Position Summary
The Undergraduate Medical Education Coordinator plays a pivotal role in organizing, coordinating, and supporting the educational curriculum of the Undergraduate Medical Education (UGME) Office for the core program in Obstetrics & Gynecology. This role ensures smooth administration and provides guidance to medical students, elective students, and observers, ensuring compliance with accreditation standards and educational objectives.
Key Responsibilities
1. Clerkship Coordination (Core UGME Program)
- Coordinate clinical placements for 3rd-year Clinical Clerks through six-week Ob/Gyn rotations (8 groups per academic year).
- Plan, organize, and execute the academic week for each rotation group.
- Provide orientation to students on rotational objectives, requirements, policies, and procedures.
- Distribute schedules, reporting details, and supporting documents to students and faculty preceptors.
- Organize and coordinate One45 Ob/Gyn Clerkship account, including:
- Distribution and collection of student and faculty evaluations.
- Monitoring student progress to ensure accreditation requirements are met.
- Organizing mid-rotation meetings between students and the Rotation Director.
- Submitting formal written feedback via One45 evaluations.
- Coordinating and preparing formal written examinations (4 times per year) and submitting student marks.
- Compiling final evaluations based on mandatory clinical components and exam performance.
- Attend Faculty of Medicine meetings, including:
- Hospital Coordinators Meetings.
- Clerkship and Promotion Committee Meetings.
2. Elective & Observership Coordination
- Coordinate clinical placements for Year 1-4 medical students, including:
- uOttawa Observer placements.
- 4th-Year Electives, Surgery Selectives, Exchange Programs, Visiting and CSA Elective Students.
- Review and approve elective applications via the AFMC Portal.
- Communicate schedules, reporting details, and supporting documents to confirmed elective students.
- Coordinate hospital system access requests, including:
- Identity Network
- EPIC Electronic Medical Records (EMR) Access
- ScrubX and Operating Room (OR) Access for visiting elective students
3. Administrative & Program Support
- Provide logistical and administrative support to the UGME Program Director and Undergraduate Program Development team.
- Administer, reconcile and submit monthly stipends and financial reports to the Finance Department.
- Maintain and update Departmental Member Profiles in the database.
- Ensure all records and documents meet accreditation standards.
- Conduct annual reviews and updates of:
- Rotational objectives.
- Student feedback and learning materials.
- Prepare reports for the Annual Evaluation Committee meeting on faculty and resident performance.
4. Document Retention and Communication
· Adhere to the Department SharePoint site policy on a regular basis with relevant materials to support communication, record-keeping, and document accessibility.
· Ensure that all departmental policies, meeting minutes, and official documents are properly stored and maintained on SharePoint rather than local drives.
· The department’s primary means of communication will be MS Teams for messaging and team collaboration.
Qualifications & Job Specifications
Education & Experience
- 3-5 years of administrative experience, preferably in a healthcare or academic setting.
· Post-secondary education (college or university) in Administration, Business, or a related field, or an equivalent combination of education and experience.
Core Competencies
- Excellent verbal and written communication skills.
- Strong organizational, time-management, and prioritization skills.
- Ability to collaborate effectively with faculty, students, and external partners.
- Analytical thinking, problem-solving, and decision-making skills.
- Ability to exercise discretion, initiative, and sound judgment in all responsibilities.
Preferred Qualifications
- Previous experience coordinating medical education programs or working in an academic hospital setting.
- Knowledge of accreditation processes for medical education programs.
Salary Range with Benefits
· Salary Range: $63,137.00 – $82,901.00 per year, based on experience and qualifications
· Opportunity for salary progression in accordance with organizational practices.
· Eligibility for a compressed work week may be considered after three months of employment, subject to approval.
· Health and Dental Spending Account
· Annual RRSP Contributions based on years of employment
Application Process
Interested candidates should submit the following:
- A cover letter highlighting relevant experience and interest in the role.
- A current resume or CV.
Please send your application to [email protected]
Pay: $63,000.00-$82,000.00 per year
Work Location: Hybrid remote in Ottawa, ON
