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About the Role

The Site Coordinator is responsible for the organization, coordination, and administration of all undergraduate medical education activities at the site, including the Longitudinal Integrated Clerkship (LIC) Program, ensuring alignment with institutional standards and local priorities.

Responsibilities

Provides coordination and delivery of local medical education programming.
Operates with relative independence, overseeing complex scheduling, learner onboarding and assessment processes.
Cultivates and sustains collaborative relationships with the local medical education team, academic institutions, preceptors, students, residents, and community partners.
Supports a responsive, learner-centered environment and facilitates the seamless integration of learners into clinical settings.
Provides cross-coverage to support the continuity and effectiveness of medical education programming.
Administers and coordinates all aspects of Dalhousie Medicine at the site, including the development and management of complex schedules for the Longitudinal Integrated Clerkship (LIC) Program, Undergraduate core and elective placements and Rural Week.
Maintains a comprehensive and current understanding of accreditation standards and Nova Scotia Health policies and standards.
Supports communication and stakeholder engagement efforts, ensuring access to appropriate resources and supporting a cohesive and collaborative learning environment.
Serves as the primary point of contact and key resource for all undergraduate scheduling and clinical learning experiences.
Oversees Dalhousie’s visiting learner processes, including proactive monitoring of the AFMC Student Portal and management of all local placement requests.
Establishes and maintains strong communication with preceptors and learners aligning needs with availability and capacity.
Enters, validates, and manages clinical rotations within systems such as AFMC Student Portal, One45 and other platforms.
Ensures rotation schedules are accurate, up-to-date and optimized for Site Administrator(s), Site Director(s), Regional Manager and learner utilization.
Provides independent quality assurance reviews to ensure timely and accurate release of curriculum materials and administrative documents.
Maintains strict confidentiality and accountability for all learner data.
Collaborates proactively with the site medical education team to ensure continuity of operations.
Acts as a trusted resource to Site Director(s), medical education team, learners and clinical staff.
Serves as a key liaison between Dalhousie University, Cape Breton Medical Campus and Nova Scotia Health.
Interprets, applies, and works within institutional policies ensuring compliance and informed decision-making.
Evaluates, implements, and continuously improves administrative processes.
Contributes to and supports the faculty appointment process.
Coordinates or supports projects and initiatives assigned by the Regional Manager.
Represents the site by contributing administrative expertise to local, UGME and NSH committees and working groups.
Independently prepares and compiles documentation in support of UGME accreditation processes.
Maintains flexibility to support operational needs, including occasional evening and weekend work.
Manages the end-to-end onboarding of visiting medical learners.
Designs, plans, and delivers all aspects of the multi-day LIC orientation process.
Collaborates strategically with the medical education team to plan and operationalize initiatives.
Supports collaborative community partnerships with key stakeholders.
Leads the planning and execution of social and professional engagement initiatives.
Coordinates and manages EPA and ITER evaluation processes as well as daily feedback process for the LIC Program.
Coordinates the administrative components of the student assessment cycle.
Monitors the implementation, distribution, and completion of evaluations using online platforms.
Oversees and executes exam invigilation (virtual and in-person).
Plans and coordinates OSCE preparation sessions, simulated learning activities and skills training for the LIC Program.
Maintains strict confidentiality and integrity of all student assessment data.

Requirements

Office Administration certification or training with 3-5 years’ related work experience, preferably in a health professional education environment (or equivalent combination of training and experience).
Must be able to exercise initiative and work independently.
Must handle sensitive and confidential learner issues with considerable tact.
Ability to multi-task and use initiative in a team environment.
Problem solving skills and the ability to work in a collaborative environment.
Experience with various webinar and online web conferencing systems (MS Teams) as well as software packages (MS Office (Word, Excel, Access)) are required.
Advanced experience or expertise in Excel is required.
Experience in dealing with remote technologies and IT matters preferred.
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Skills

Advanced, written and verbal communication skills
Organizational skills and attention to detail
Knowledge of the Medical School and hospital IT systems
Knowledge of Dalhousie’s intranet, DalMedix and Brightspace are an asset.
Experience with various webinar and online web conferencing systems (MS Teams)
Experience with software packages (MS Office (Word, Excel, Access))
Advanced experience or expertise in Excel
Experience in dealing with remote technologies and IT matters preferred.

Location

Cape Breton Zone: Sydney (Cape Breton Regional Hospital), Cheticamp (Sacred Heart Community Health Centre)
Eastern Zone: Antigonish (St. Martha's Regional Hospital), New Glasgow (Aberdeen Hospital)
Northern Zone: Truro (Colchester East Hants Health Centre), Amherst (Cumberland Regional Health Care Centre)
Western Zone: Kentville (Valley Regional Hospital), Yarmouth (Yarmouth Regional Hospital), Bridgewater (South Shore Regional Hospital)

Work Type

full-time

Experience Level

3-5 years’ related work experience

Education Level

Office Administration certification or training

About the Company

Cape Breton University is strongly committed to fostering diversity within our community.
CBU is committed to Equity, Diversity, and Inclusion (EDI).

Equal Opportunity

We welcome those who would contribute to the further diversification of our staff, our faculty and its scholarship including, but not limited to, women, visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation or gender identity.
Please note that all qualified candidates are encouraged to apply but applications from Canadians and permanent residents will be given priority.
applicants are encouraged to self-identify if they are part of a marginalised community, or have experience working with Indigenous communities.
If we contact you for an interview and you are a person with a disability who requires technical aids or alternative arrangements, please let us know of these needs and how we can be of assistance.