Medical Affairs & Family Medicine Teaching Unit Administrator – Medical Affairs – Orillia Soldiers’ Memorial Hospital

Job Title: Medical Affairs & Family Medicine Teaching Unit Administrator – Medical Affairs

Location: Orillia, ON

Job Description: Medical Affairs & Family Medicine Teaching Unit Administrator – Medical AffairsTo display this page you need a browser with JavaScript support.Job Number: J1124-0693Job Title: Medical Affairs & Family Medicine Teaching Unit Administrator – Medical AffairsDepartment: Medical AffairsJob Type: Temporary Full TimeApproximate End Date: July 31, 2026Open Positions: 1Date Posted: November 28, 2024Closing Date: December 5, 2024Orillia Soldiers’ Memorial Hospital (OSMH) is located in the City of Orillia – a beautiful community nestled along the shores of Lake Simcoe and Lake Couchiching. Orillia offers an environment where a health work/life balance is easy to achieve as exceptional urban amenities, natural resources, points of interest, and recreational opportunities abound.People have always been OSMH’s greatest strength. Our committed team has helped our community for over a century. We offer an environment where each individual works interdependently towards common goals: we believe in Compassion, Caring, Respect, Participation and Accountability. We are an organization where individuals’ contributions are valued and there are many opportunities for personal growth and development.Position SummaryPOSITION SUMMARY:The Medical Affairs and Family Medicine Teaching Program Administrator is a hybrid role between the Medical Affairs Department and the Family Medicine Teaching ProgramThe Administrator is responsible for overseeing Medical Affairs departmental operations. This role includes direct reporting to the Chief of Staff for the operational oversight portion of the position.The FMTU Administrator portion of this role is responsible for organizing all the postgraduate educational activities, medical resident scheduling, clinical clerk core rotation scheduling, organizing orientation booklets, meetings, and events. Other job responsibilities include the timely coordination and accurate collection of evaluations, frequent communication with the education leads from the University of Toronto, and from the Community, providing administrative support to the Medical Trainee Education Committee (MTEC) Chair Site Directors, Research Directors, and other program associates, performing cross-functional duties as assigned and/or requiredPRIMARY RESPONSIBILITIES:Medical Affairs Coordination:

• Support the Chief of Staff in creating and maintaining the Credentialed Staff Human Resources Plan, and develop and implement recruitment and retention processes and initiatives.
• Ensure an efficient process for credentialing and privileging, including initial appointments and annual re-appointments of credentialed staff.
• Ensure an efficient process for managing the Medical Trainee Program.
• Develop and update policies, procedures, guidelines, and other documents.
• Support the maintenance of legislative compliance by managing and communicating all credentialed staff rules, regulations, policies, procedures, and by-laws on behalf of the Chief of Staff.

FMTU Coordination:
Scheduling:

• In consultation with the FMTU Site Directors and in collaboration with program faculty, and specialty departments, prepare and manage a master schedule of core and elective rotations for all residents at the site.
• Oversee scheduling of vacations and other short-term leaves from residency.
• Create block specialty rotation schedules for all residents, including scheduling of horizontal family medicine half days
• Create rotation schedules for core Family Medicine rotations for U of T clinical clerks
• Create and manage scheduling for Family Medicine supervising physicians
• Create and manage Academic Half Day schedule
• Create and manage schedules for onsite & offsite clinics

Resident Registration and Orientation (Academic year begins July 1):

• Onboard and orient new Residents
• Ensure that credentials are up to date for all returning trainees and update profiles for each resident with new contact information.
• Organize resident welcome and orientation activities including onboarding with Hospital and partner information and record systems

Support for Residents, MTEC and Site Directors throughout the Academic Year:

• Schedule and coordinate, in consultation with the Site Directors and program faculty, other educational and related activities (e.g., research days, academic half days, resident wellness activities, retreats). The Coordinator’s involvement in academic half-days may include logistics (e.g., finding and booking rooms, arranging for electronic equipment), identifying speakers and topics (in consultation with the Site Directors), and may also include analyzing and reporting on feedback.
• Work with the Site Directors in managing remediation documentation and activities.
• Manage, in consultation with the Site Directors, changes to the initial rotation schedule (e.g., leave requests, respond to faculty or site requests).
• Assist residents with issues related to their training as they arise.
• Liaise with hospital sites regarding any issues related to resident training including coordinating Medical Education meetings
• Liaise with stakeholder organizations (e.g., Post Graduate Medical Education, hospital Medical Education office, College of Physicians and Surgeons of Ontario, Professional Association of Residents of Ontario, RCPSC/CFPC).
• Ensure residents submit their summative reports to the Site Directors.
• Coordinate the process to select the following year’s chief residents.
• Document and maintain policies and procedures for the department.

Support for Evaluation and Examination:

• Schedule exams (e.g., orals, mock orals, OSCIs), which may include recruiting and booking examiners, and locating and booking rooms for the exams.
• Work with program faculty to ensure evaluations are completed on time and submitted to PGME as appropriate.
• Schedule, and take minutes, for monthly site Teachers / Competence Committee meetings

Manage Financial Disbursements, Revenues, & Expenses:

• With the support of the Site Directors, create budget, manage and track all revenues and expenses for the FMTU
• Validate specialty rotation funding in “TiME” (U of T Community Preceptor Teaching Activity and Payment System)
• Prepare and distribute payments to all specialty preceptors
• Validate and submit call stipend claims for residents
• Prepare reimbursements to Residents for qualifying expenses (e.g., conferences).
• Provide assistance to residents as needed to complete the forms and ensure reimbursements are received in a timely fashion.

Data and Information Management

• Ensure all Resident rotations are entered accurately into respective information systems
• Update faculty and coordinator lists
• Provide reports as required with assistance provided by PGME POWER Helpdesk as necessary
• Liaise with PGME regarding reconciliations for reporting of medical trainee days (MTDs).
• Be familiar with relevant components of the PARO-CAHO collective agreement regarding leave, call etc.

Information Technology

• Manage electronic files and the program’s web portal for residents as well
• Monitor PGCorEd module completion (if applicable).

Canadian Resident Matching Service (CaRMS)

• With the support of the Site Directors, prepare and update program descriptions for CaRMS with detail on current program contacts, selection criteria and process, curriculum and training sites

Program Reviews (External Reviews for the Royal College of Physicians and Surgeons of Canada and College of Family Physicians of Canada as well as Internal Reviews or Audits)

• Research, retrieve, and enter data and information for the pre-survey questionnaire.
• Ensure all documents (e.g., binders, resident files) are updated and readily available for the reviewers.
• Schedule meetings for reviewers and manage logistics as required.

QualificationsQUALIFICATIONS:Education:

• Completion of a health administration degree or equivalent required.
• Completion of a recognized medical terminology course required.

Experience:

• Several years of progressively responsible administrative and office management experience required, including strong leadership qualities and experience working with and coordinating staff.
• Working knowledge of the medical system, administration and governance, Credentialed Staff Bylaws, Rules and Regulations and Public Hospitals Act required
• Scheduling experience is required.
• Healthcare experience and specifically medical office experience preferred.

Competencies:

• Ability to facilitate effective working relationships with internal and external customers/stakeholders.
• Knowledge of current legislation governing health care facilities (e.g. Public Hospital Act, Mental Health Act, QCIPA, FIPPA, ECFAA and the Coroners’ Act).
• Financial competency to support, monitor and evaluate a departmental budget.
• Demonstrated coordination skills to direct the activities of staff, set objectives, monitor work, and provide training/guidance.
• Excellent critical thinking, organizational, interpersonal, facilitation, consultation and presentation skills.
• Demonstrated excellence in oral and written communication techniques to provide written and verbal instructions.
• Proven proficiency in common office software to prepare reports and presentations and maintain program statistics.
• Demonstrated ability to work effectively and demonstrate composure under pressure/stressful conditions and to meet multiple and competing deadlines.
• Demonstrated appreciation and respect for protocol, professionalism, and confidentiality.
• Strong commitment to a collaborative leadership model and the ability to work effectively with internal and external stakeholders.
• Significant experience in and knowledge of quality management/change management principles and processes required.
• Demonstrated skill in implementing complex change initiatives and delivering results.
• Proven experience working with collective agreements.
• Demonstrated active listening skills.

Other:

• Must have a valid driver’s license, a reliable vehicle with appropriate insurance coverage to provide services off-site an asset
• A clear police vulnerable sector check required
• Demonstrates commitment to continued professional and personal growth and development through Continuing Education Programs and Self Directed Learning Opportunities.

Our Employees Enjoy

• a professional practice environment
• a collaborative atmosphere with emphasis on teamwork
• wellness initiatives
• continuing education grants
• employee recognition and assistance programs
• a competitive salary and benefits package
• equal opportunities for growth and development

Closing StatementOSMH is a minimal fragrance workplace. We kindly ask all applicants to refrain from using scented products should they have the occasion to interview with the hospital.As a condition of employment new employees will be required to present an original vulnerable sector check within 90 days of commencing employment and must sign an Offense Declaration upon receipt of an offer of employment. Incomplete submissions will not be considered.Please note: Incomplete submissions will not be considered.Employment EquityOSMH is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation for disability during any stage of the recruitment process, please advise the Human Resources Department.

Company Name: Orillia Soldiers’ Memorial Hospital

Salary:

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