Academic Program Administrator - MacEwan University Health Centre

This position has an expected end date of October 31, 2027.

Location - This role is in-person at the MacEwan University Health Centre, Edmonton, AB.

The University of Alberta Department of Family Medicine is a top school for family medicine in Canada. As a department, we are responsible for educational innovations and research that have been adopted across Canada and internationally. We are innovative and creative thinkers producing high-quality work. We are a learning organization constantly seeking to improve how we do what we do for our learners, patients, and communities.

Position Summary

The Academic Program Administrator is responsible for coordinating, maintaining, and supporting both the postgraduate (2-year residency program) and undergraduate medical education programs at the MacEwan University Health Centre (MUHC) and the Allin Clinic. This position requires both independent initiative and collaborative teamwork to manage complex programs and projects. With minimal supervision, the administrator must excel in organization, decision-making, and communication across interpersonal, electronic, and telephone channels. Additionally, the role requires proactivity, creativity, and the ability to thrive in a fast-paced, deadline-driven environment. The position reports to the Team Lead – Residency Program, the Centre Director, MUHC, and the Academic Director, MUHC for daily operational and program-related matters.

Course/Rotation Administration

• Maintain confidential and complete resident files including evaluations, reports, references, and correspondence.
• Coordinate rotation evaluations via web-based and paper-based systems.
• Miscellaneous projects (e.g., arranging photo sessions for residents, faculty/resident social activities, and redesigning and producing form for program activities).
• Provide administrative support to centre directors, faculty physicians/clinic preceptors, and approximately 45 family medicine residents. This includes scheduling all site-specific academics and ensuring physicians complete tasks and assessments in a timely manner.

Scheduling Process

• Coordinate the rotation scheduling of Postgraduate Year 2 (PGY2) family medicine residents in collaboration with other program administrators.
• Assist the undergraduate administrators with scheduling the PGY2 residents in their Resident as Teacher sessions.
• Assist the undergraduate administrators with scheduling medical students for urban family medicine electives, longitudinal experiences, and clerkship rotations.
• Identify rotation conflicts and propose and implement solutions.
• Schedule rotations and coordinate clinic schedules.

Evaluation Process

• Compile data and prepare 4-month reports required by the Postgraduate Medical Education office.
• Organize and maintain evaluations of family medicine residents on off-service rotations by distributing evaluations and follow-up through web-based and paper systems.
• Organize and distribute evaluations for students and residents rotating through family medicine utilizing web-based and paper systems.

Operational & Administrative Support

• Committee meetings.
• Orientation for residents.
• Education and teaching activities.
• Accreditation.

• 3-5 years of experience in a medical and academic environment with significant exposure to post-secondary education administration procedures.
• Post-secondary degree in a relevant discipline. Equivalent combinations of education and experience will be considered.
• High level of proficiency with Microsoft and Google applications.
• Demonstrated ability to communicate (verbal and written) with accuracy.
• Excellent interpersonal skills.

Preferred Qualifications

• Experience supporting meetings, including taking minutes and preparing meeting packages.
• Knowledge of University policies and procedures.
• Good working knowledge of common electronic medical record software packages.

Application Instructions

Click "Apply Now" to submit your resume and cover letter.

This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.