One of Canada's Best Diversity Employers and Greater Toronto's Top Employers for many consecutive years, William Osler Health System (Osler) provides a safe and supportive health care network to grow your career. Osler is nationally recognized for its commitment to patient safety and is Accredited with Exemplary Standing, the highest rating a Canadian hospital can receive. As a major Ontario hospital system, and home to some of the biggest specialty and emergency departments in the country, Osler serves the 1.3 million residents of Brampton, Etobicoke and surrounding communities. We are proud to offer you incredible exposure to best-in-class health care delivery and challenging hands-on opportunities to stay at the top of your game.

A hospital system built for and by the community, we continue to expand our services to meet the needs of a growing population, creating opportunities for increased hands-on skills development, cross-department training and promotional opportunities. Guided by our accomplished senior leadership team, together we are driving our vision of patient-inspired health care without boundaries.

At Osler, we invest in careers that go beyond where health care professionals like you can achieve their goals and find deep personal and professional fulfillment. Join our team today!

The Medical Education team at William Osler Health System is seeking a highly organized, detail oriented and experienced individual to join our growing team. The Medical Education Coordinator will play an essential role supporting the operational excellence of the medical education activities at William Osler Health System. The Education Coordinator will be responsible for ensuring that medical learners have a positive learning experience through their placement at Osler including registration, onboarding, and orientation. The education coordinator will also work closely as the primary point of communication with Corporate Medical Education Leads, Physicians, Preceptors, Learners, and various hospital departments to support and coordinate medical education activities for Learners and Faculty. This may include scheduling, planning, call coordinating, and facilitating clinical teaching capacity assessments, and hospital based academic sessions and faculty development events.

Accountabilities:

Learner Administration & Support

• Provide administrative support in the registration of all medical learners, ensuring compliance with policies and procedures
• Address learner inquiries related to placements, access, and registration requirements
• Track and manage registration requirements and access to hospital items and deposits using NirvSystem
• Maintain and update trainee records, schedules, and program databases, ensuring accurate tracking of learner absences
• Support the recruitment and tracking of clinical faculty and preceptors to ensure adequate clinical teaching capacity
• Support tracking, reconciling, and processing preceptor payments, teaching hours, and Medical Trainee Days (MTDs)

Scheduling & Program Coordination

• Organize and communicate learner placement details, call/shift schedules, and academic sessions to education leads, preceptors, and hospital departments
• Create and maintain learner call and shift schedules in collaboration with medical education leads and Division/Department schedulers
• Ensure timely distribution of updated schedules to learners, departments, and academic programs.
• Support clinical capacity planning to ensure departments have adequate resources for medical education
• Assist in the planning and execution of hospital-based academic sessions, including rounds and faculty development sessions
• Provide administrative support to the Manager of Medical Education in developing and organizing educational activities

Communication & Stakeholder Engagement

• Serve as the primary point of contact for Corporate Medical Education Leads, Physicians, Preceptors, Learners, and hospital departments
• Support the drafting of professional communications, including letters of support, program announcements, and reports
• Attend committee meetings as required to support medical education initiatives.
• Collaborate with medical education office leadership to develop and deliver corporate orientation for all medical learners
• Work with Corporate Medical Education Leads to develop and deliver department-specific orientation materials and opportunities

Administrative & Operational Support

• Ensure adherence to hospital policies and procedures, maintaining discretion, diplomacy, and sound judgment on confidential matters
• Support operational needs, which may include occasional evenings, weekends, and travel across Osler sites (Brampton Civic Hospital, Peel Memorial Centre, and Etobicoke General Hospital)
• Perform other duties as assigned to ensure the smooth operation of the Medical Education Office

• College diploma in related field
• Two years of related experience in an administrative role supporting learners in any of the following e.g. academic hospital/medical education office, university, or student support services
• Experience working with physicians and/or medical learners, leading to a comprehensive understanding of the Canadian medical education system
• Excellent interpersonal and communication skills (oral and written), with the proven ability to foster good working relationships with internal stakeholders and academic partners
• Strong organizational and time management skills with a demonstrated ability to balance multiple priorities and deadlines
• Possess exceptional attention to detail
• Advanced computer skills (e.g. Microsoft Office, Microsoft Teams, Adobe Acrobat) including the ability to learn new applications quickly
• Experience with learner management systems an asset (eg. NirvSystem)
• Team oriented
• Demonstrates initiative to work proactively and independently while anticipating and prioritizing work
• Ability to follow hospital policies and procedures and exercise discretion, diplomacy, and sound judgment on confidential matters

Hours: Currently days (subject to change in accordance with operational requirements)

Onsite First: Roles that frequently support direct patient care and have dedicated hours when they are available to patients, team members and/or other partners

Annual Salary:
Minimum: $60,216
Maximum: $75,270

Application deadline: April 10, 2025

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Osler values inclusivity and diversity in the workplace. We welcome and encourage applicants from diverse backgrounds. We are committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act. If you require an accommodation at any stage of the recruitment process, please notify Human Resources at [email protected].

While we thank all applicants, only those selected for an interview will be contacted. Any information obtained during the course of recruitment will be used for employment recruitment purposes only, and not for any other purpose.