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Program Coordinator, Undergraduate Medical Education

Job ID: 30173
Location: Foothills Campus
Updated December 19, 2023

This job posting is no longer active.

We would like to take this opportunity to acknowledge the traditional territories of the people of the Treaty 7 region in Southern Alberta.
The City of Calgary is also home to Métis Nation of Alberta, Districts 5 and 6.

Position Overview

The Office of Undergraduate Medical Education in the Cumming School of Medicine is currently seeking a Full-time Temporary Relief Program Coordinator for approximately 6 months.

Reports to the Manager, Curriculum with accountabilities to the Senior Manager, Undergraduate Medical Education.

Collaborates with the Faculty Course Leaders, Clerkship Directors and Academic Technology Team to plan, develop, administer and facilitate (ie. research, manage, and prepare all course material) for the successful delivery of the Medical Doctor (MD) Program in the Cumming School of Medicine.

High volume and diversity of work driven by numerous deadlines and shifting priorities. Requires the management of competing interests resulting in a satisfactory outcome for students and faculty. Involved in long-term planning of courses. Expert level organizational ability is required to plan courses and allocate resources six months to one year in advance, while concurrently managing course activity. High levels of stress throughout the year. Use professional judgment in reviewing own work, and the work of others to ensure integrity of services are maintained, and regularly review the quality and completion of work, as impact of error is high. Constantly assess processes and develop and implement changes as necessary.  Exposure to cadaver material and unpleasant odors for anatomy/pathology events.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

  • Advises students, faculty and staff of the Cumming School of Medicine and external Stakeholders on all policies, procedures, requirements and deadlines to ensure the smooth delivery of the UME programs.  As the initial contact for all inquiries pertaining to the MD Program, it is essential to provide accurate information professionally, courteously and in a timely manner respecting appropriate confidentialities. Participates as an active member on committees, as required, to provide observations, recommendations and feedback that influence the delivery strategies, policies, procedures and guidelines of MD Program.  Builds and maintains collaborative working relationships with colleagues and contacts within the Cumming School of Medicine, physicians in the community, students and other stakeholders.
  • Develops and maintains course/elective preceptor payment information.  Assesses program components for efficiency; recommends and implements changes as required. Ensures all MD Program are professionally and effectively managed.
  • Facilitates collaborative project management delivery within cross-functional departments.  Provides training and support to Program Coordinator colleagues as required.  Demonstrates strong communication, leadership, facilitation, and client service skills.  Requires discretion, discernment, problem-solving skills and confidentiality. Demonstrates initiative and good judgment with minimal daily supervision/direction.
  • Works in conjunction with team members in the Undergraduate Medical Education (UME) office, as well as colleagues in Admissions, Instructional Resources, HiiTec, Audio Visual Team, Faculty Course Chairs and Clerkship Directors, external organizations, other stakeholders (i.e., community physicians, Alberta Health Services, ATSSL) and academic institutions, to ensure centralized services are provided to undergraduate students and faculty members.  These services include, but are not limited to:
    • Manage and maintain pre-clerkship course schedules and learning materials using OSLER and other programs
    • Management of evaluative tools (i.e. ITERs) through ONE45 system for clerkship and pre-clerkship
    • Management of schedules for Clerkship in the online one45 system
    • Coordination and administration of activities related to undergraduate courses and clerkship rotations  including the University of Calgary Longitudinal Integrated Clerkship (UCLIC); including organization and coordination of all classroom and resource requirements for courses (i.e., space, configuration, technical equipment and all relevant teaching materials)
    • Recruitment and tracking of preceptors using VERA software
    • Advise students, faculty and staff regarding  courses, procedures and guidelines
    • Assist Evaluation Team with management of the examination question bank and the collection and generation of grades as needed
    • Assist Evaluation Team with administration, setup and organization of online and paper exams, term work and practical exams such as peripatetic and OSCE examinations
    • Proctoring of examinations

Qualifications / Requirements:

  • Post secondary degree is required
  • 5+ years of experience in project management, business processes and computer applications required
  • Previous experience in an Undergraduate Medical Education (MD Program) environment is required
  • Previous experience working with Adult Learning in a Post Secondary (Undergrad or Graduate level) required
  • Previous experience working with an online student information system such as OSLER, and other online applications required
  • Excellent organizational, project management and interpersonal skills are required
  • Excellent analytical and problem solving skills needed to deal effectively with complex tasks and issues is critical
  • Advanced knowledge of Microsoft applications (Word, PowerPoint and Excel), Adobe Acrobat, Adobe Connect, Outlook and internet applications
  • Previous experience in an advisory role is required
  • Ability to work collaboratively with a variety of internal and external contacts
  • Ability to interact with faculty, students, colleagues, external stakeholders and the general public in a professional and friendly manner
  • Teamwork and networking are necessary
  • The ability to work independently demonstrating good judgment in a fast-paced environment with many conflicting priorities
  • Ability to work outside of regular work hours as required. Regular work week schedule (Monday to Friday - 830 am - 430 pm) with occasional variances in start and end time, and may be expected to attend events or provide service outside normal working hours
  • Strong organization, multi-tasking and time management skills with the ability to set priorities and meet deadlines

Application Deadline:  December 19, 2023

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase II.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website. For more information visit Careers in the Cumming School of Medicine.

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit

The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion ([email protected]) and requests for accommodations can be sent to Human Resources ([email protected]).

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.