The Mac-CARE Program (McMaster Community and Rural Education Program) provides the expertise and support to facilitate core and elective placements in the Mac-CARE campus regions for learners of the Michael G. DeGroote School of Medicine. The clinical placement process includes obtaining clinical training capacity, site orientation, logistics and credentialing of medical learners and liaison with the medical school.

Reporting to the Manager of the Mac-CARE Program, the Administrative Assistant (III) works closely with the Program Lead to coordinate placement and orientation of medical students, residents, clinical fellows, midwifery students and physician assistant students in hospital settings and private community clinics in the community. This includes clinical placements in the four Clinical Education Campuses [CECs] (Osler, Halton, Burlington, and Grand Erie Six Nations) and liaising with the Hamilton Medical Education Campus, the Niagara Medical Education Campus, and the Waterloo Medical Education Campus. The successful candidate will be responsible for assisting the coordination of confidential information between the educational institutions and community hospitals, clinics, and physicians, and will contribute to ensuring there is a safe environment for learners.

The Administrative Assistant (III) will also support other functions of the Mac-CARE Program as needed; for example, assist the Mac-CARE Program Lead with recruiting and gathering community clinical training capacity, assist with capacity planning for Postgrad home-based rotations at multiple Mac-CARE sites, entering capacity into MedSIS, MedSIS rotation data integrity checks, assist with MedSIS preceptor payments, email confirmation to the learners, site orientation, logistics and credentialing of medical learners across the CECs.

This position will require a holistic understanding of MedSIS and how the Undergraduate Medical Education and Postgraduate Medical Education programs function within the Faculty of Health Sciences to provide the necessary level of support.

Job Summary:

Oversee the day-to-day administrative operations of a department. Establishes priorities and schedules of projects. Participates in the development and implementation of projects, work methods and procedures and recommends procedural changes to improve unit efficiency, including recommendations on staffing requirements. Responsible for providing direction to others in how to carry out work tasks.

Purpose and Key Functions:

• Participate in the development and implementation of projects, work methods and procedures.
• Recommend procedural changes to improve unit efficiency, including recommendations on staff requirements.
• Follow up on and ensure appropriate implementation of decisions made by supervisor.
• Resolve complex problems within area of responsibility, consult relevant documentation, and liaise with appropriate resource persons to obtain and provide information on a variety of diverse and complex administrative issues.
• Collect, analyze, assess, and summarize information relevant to the decision-making process and develop recommendations for final approval and implementation.
• Develop estimates of time and resources for various activities and events. · Contribute to the development of budgets for review and approval. · Implement and maintain budgets. Create financial projections and make adjustments to budgets throughout the fiscal year. · Exercise appropriate controls, monitor, and reconcile accounts.
• Establish priorities for general office operations.
• Plan and coordinate a variety of events and activities such as conferences, seminars, and workshops.
• Answer complex inquiries via telephone, email, and in person that are specific in nature and require a specialized knowledge of policies and procedures.
• Utilize discretion and judgment to screen visitors and telephone calls and notify appropriate personnel.
• Complete financial forms such as travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
• Write a variety of documents such as correspondence, procedure manuals, reports, and minutes.
• Conduct database, literature, and web searches to find references and articles used for a variety of documents, reports, and publications.
• Provide policy and procedure information to others.
• Gather and compile the paperwork required to facilitate hiring and payment processes.
• Collect, verify, and input data into a variety of spreadsheets and databases.
• Coordinate the calendar of supervisor and others and resolve scheduling conflicts.
• Write a variety of formal notes and records such as meeting minutes.
• Update and maintain information on websites and social networks.
• Format, word process, edit, and proofread a variety of documents and materials.
• Apply standard mathematical skills such as calculations, formulas, and equations to perform a variety of calculations.
• Monitor and order office supplies.
• Source and obtain pricing information for office supplies and equipment.
• Set up and maintain filing systems, both electronic and hard copy.
• Classify, sort, and file correspondence, records, and other documents.
• Update and maintain confidential files and records.
• Handle sensitive material in accordance with established policies.
• Assemble, copy, collate, and disseminate a variety of documents and materials.
• Open and distribute incoming mail and faxes.
• Prepare outgoing mail, faxes, and courier shipments.

Requirements:

• 2-year Community College diploma in Office Administration or related field of study.
• Requires 4 years of relevant experience.

Assets:

• Experience assisting with the training and work of others, identifying, and analyzing problems, preparing recommendations for review and approval, investigating questions, and resolving problems; proposing improvements to processes, monitoring workload, workflow, and completion of tasks.
• Previous experience with programs including MedSIS, Office 365 - specifically Excel for reporting purposes (pivot tables) and Microsoft Sway for hospital onboarding.
• Proven experience working collaboratively with others to achieve departmental and institutional goals.
• Knowledge of undergraduate medical learner curriculum and postgraduate medical education
• Knowledge of the preceptor payment process across McMaster’s distributed campuses and teaching sites which includes knowledge of the MedSIS preceptor payment module (e.g. rotation split percentage payments).
• Experience working with medical learners in a distributed medical education model.
• Demonstrated experience working with teams across an educational institution and providing timely updates and responses.
• Experience collecting, verifying, inputting and exporting data into and out of a variety of spreadsheets and databases (e.g. MedSIS, Mosaic, Medportal, FHS-DB etc.)
• Experience performing integrity checks to ensure the accuracy and completeness of data sets and determining the course of action required when errors occur (for example subspecialty capacity planning minimum and maximum numbers for distributed CECs).
• Experience and knowledge of postgraduate and undergraduate medical education and local community hospitals and their respective relationships would be an asset in this position (e.g. knowledge of community hospital locations).
• Knowledge of Medical Trainee Days.
• Experience scheduling and ensuring the delivery of curriculum components and learning events; assessing their implementation and identifying improvements needed and possible solutions/approaches.
• Experience handling a diverse workload in a very busy environment, effectively balancing shifting and competing priorities and demands.
• Proven experience meeting multiple and simultaneous deadlines.
• Empathetic customer service attitude: sensitivity to medical learner, staff, and faculty needs.

Additional Information:

• Access to reliable home internet service will be required to facilitate our current hybrid work environment.
• This position may require you to work outside of your regular work schedule including evenings and weekends to meet operational demands; and may be required to travel between Hamilton and the four CECs.
• Skills and aptitude testing will be a component of this selection process.

To apply for this job, please submit your application online.

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.

The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.

As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.

Job applicants requiring accommodation to participate in the hiring process should contact the following to communicate accommodation needs:

• Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or
• Faculty of Health Sciences HR Office at ext. 22207, or
• School of Graduate Studies at ext. 23679

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