About the role
Medical Education Associate
Department: Medical Residents
Program: Medical Affairs
Status: Regular Full Time
8 Hour Shifts, Days Schedule (Subject to Change)
Location: Oshawa
Wage Schedule: $28.960 - $39.390 per hour
File Number: 2500002770
JOB SUMMARY:
The Medical Education Associate works collaboratively with the appropriate individuals (Trainees, Preceptors, Education Leads, Staff, Leadership, etc.) to co-ordinate and support Medical Trainee placements across Lakeridge Health (LH) and ensure the efficient and effective operation of the Academic Affairs portfolio.
The Medical Education Associate is responsible for the administration of a comprehensive range of medical education processes that ensure and support due diligence around integration, liability, accountability, risk management and evaluation.
The Medical Education Associate works cooperatively with LH Staff and academic agencies to coordinate, manage, develop, and improve education opportunities, prioritizing on an ongoing basis to meet strict deadlines.
The role is the operational liaison with internal & external contacts (Trainees, Preceptors, Education Leads, Academic Partners, Agencies, etc.) regarding the medical education program and related issues.
DUTIES AND RESPONSIBILITIES:
Facilitation of Medical Trainee Rotations
" Collaborate with academic partners to receive, review, and assess medical trainee rotation and elective requests against available capacity.
" Match requests with physician preceptors and ensure balanced, equitable scheduling across programs and sites.
" Develop and maintain a master rotation schedule for all medical trainee placements.
" Upload and verify confirmed rotations in the hospital's electronic onboarding system (e.g., NirvSystem), ensuring prerequisites are completed before start dates.
" Follow up with trainees regarding outstanding requirements, expired documentation, or failed verification.
" Respond to inquiries from trainees, faculty, and academic partners regarding placement processes, requirements, and updates.
" Alert the Manager when departmental or system changes affect capacity or require adjustments.
" Support change management initiatives related to medical trainee integration (communications, IT/badge access, infrastructure, stakeholder engagement).
Communication and Liaison
" Maintain effective communication with preceptors, physician leaders, Medical Affairs, Occupational Health, IT, IPAC, Finance, and other hospital departments.
" Serve as liaison between academic institutions and hospital departments to ensure smooth information flow and resolve issues.
" Build and sustain relationships with academic partners, medical trainees, clinical leaders, and external stakeholders (e.g., recruitment task forces, clinics).
" Work with the Manager to identify and prioritize trainees in high-demand specialties that may support recruitment strategies.
Documentation and Record Keeping
" Validate and reconcile preceptor assignments and trainee placements.
" Coordinate with academic partners on payment of preceptor stipends and reconciliation of trainee records.
Orientation and Training
" Coordinate and deliver standardized orientation sessions across all sites.
" Ensure trainees are informed of hospital policies, systems (e.g., OASIS), and required onboarding materials.
" Maintain and update orientation resources and onboarding content.
" Support exam coordination and invigilation when required.
Problem Resolution and Learner Support
" Ensure trainees know how to report concerns and collaborate with Academic Affairs leadership to resolve issues.
" Promote learner wellness and connect trainees with appropriate supports, (i.e., Regional Learner Advocate).
" Escalate concerns from trainees or preceptors to the Manager as appropriate.
Quality Improvement
" Monitor capacity, placements, and scheduling data to anticipate pressure points.
" Collaborate with academic partners and internal committees to adjust scheduling and support layered learning models.
" Gather and review feedback from trainees and preceptors to identify opportunities for program improvement.
Regulatory Compliance
" Ensure adherence to relevant standards, policies, and regulations (e.g., PARO, CPSO requirements, hospital policies).
" Coordinate with academic partners to secure necessary university appointments or affiliations for out-of-province learners.
Data Analysis and Reporting
" Prepare summary reports for committees and leadership on trainee activity and capacity.
" Track and submit required metrics (e.g., Medical Trainee Days) to the Ministry of Health.
" Process financial transactions related to trainee programs, including preceptor and administrative payments.
Professional Development
" Stay current with best practices, regulatory updates, and innovations in medical education.
" Engage in ongoing professional development to enhance skills in learner support, program coordination, and academic administration.
QUALIFICATIONS:
" Office Administration Diploma or equivalent combination of education and experience.
" Experience in an administrative support and/or coordinator role, ideally in a healthcare or academic setting.
" High degree of proficiency in all MS Office programs (Excel, PowerPoint and Word).
" Excellent Communication and interpersonal skills to interact effectively with all levels of staff within the organization as well as external parties.
" Strong organization, prioritization and time management skills to effectively to meet deadlines.
" Ability to multitask and work in an environment with frequent interruptions to effectively manage numerous requests from multiple sources.
" Proven ability to take initiative and exercise good judgement
" Must possess initiative, high integrity and be highly detailed and results oriented.
" Ability to travel to all Lakeridge Health sites.
CONDITIONS OF EMPLOYMENT:
The terms and conditions of employment are in accordance with Lakeridge Health's policies and procedures.
Lakeridge Health thanks all applicants, however, only those selected for an interview will be contacted.
Successful External applicants must provide a satisfactory Criminal Investigation Reference for the vulnerable sector, dated within the past six (6) months.
Accommodation will be provided in all parts of the recruitment and assessment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Applicants need to make their needs known in advance.
At Lakeridge Health we value inclusion and diversity. We are committed to fostering a culture that is respectful, inclusive and accessible and to employing a workforce that is representative of the diverse community we provide services to. As an equal opportunity employer we welcome applications from all qualified applicants.
Lakeridge Health is committed to providing a safe and healthy work environment for all team members and patients. New Lakeridge Health team members will be required to complete a Pre-employment Health Assessment as a condition of employment.
About Lakeridge Health
Lakeridge Health is one of Ontario’s largest community hospitals, serving people across Durham Region and beyond. We are part of our community and it shows in the care we provide – because the people coming through our doors are our neighbours, family and friends.
With five hospitals, four emergency departments, three critical care units, a longterm care home, a full range of medical and surgical specialties, more than 20 community health-care locations and a state-of-the-art surgical centre within the soon-to-open Jerry Coughlan Health & Wellness Centre, Lakeridge Health offers some of the broadest and most comprehensive acute care, ambulatory care, and long-term care services in Ontario.
Lakeridge Health is also home to several regional specialty centres and services, including the Central East Regional Cancer Program, R.S. McLaughlin Durham Regional Cancer Centre, The Shoulder Centre, and eye care and chronic kidney disease services. Additionally, we are proud to serve our community with a full suite of inpatient, ambulatory, and community-based mental health and addictions services, and provide safe, high-quality, compassionate care in our state-of-the-art long-term care home, Lakeridge Gardens.
Guided by our vision of One System. Best Health. and supported by a dedicated team of more than 8,700 staff, physicians, and amazing volunteers, Lakeridge Health is working in collaboration with its Durham Ontario Health Team, primary care, and community and government partners to foster a truly integrated, regional system of care. Together, we are focused on empowering people to live their best health and fostering an accessible, inclusive, and equitable environment for all.
The Lakeridge Health Education and Research Network is attracting new research talent and is now a satellite campus for the Queen’s University Family Medicine Program. And our Whitby site is a national leader in adopting a nurse-practitioner led model of care.
About the role
Medical Education Associate
Department: Medical Residents
Program: Medical Affairs
Status: Regular Full Time
8 Hour Shifts, Days Schedule (Subject to Change)
Location: Oshawa
Wage Schedule: $28.960 - $39.390 per hour
File Number: 2500002770
JOB SUMMARY:
The Medical Education Associate works collaboratively with the appropriate individuals (Trainees, Preceptors, Education Leads, Staff, Leadership, etc.) to co-ordinate and support Medical Trainee placements across Lakeridge Health (LH) and ensure the efficient and effective operation of the Academic Affairs portfolio.
The Medical Education Associate is responsible for the administration of a comprehensive range of medical education processes that ensure and support due diligence around integration, liability, accountability, risk management and evaluation.
The Medical Education Associate works cooperatively with LH Staff and academic agencies to coordinate, manage, develop, and improve education opportunities, prioritizing on an ongoing basis to meet strict deadlines.
The role is the operational liaison with internal & external contacts (Trainees, Preceptors, Education Leads, Academic Partners, Agencies, etc.) regarding the medical education program and related issues.
DUTIES AND RESPONSIBILITIES:
Facilitation of Medical Trainee Rotations
" Collaborate with academic partners to receive, review, and assess medical trainee rotation and elective requests against available capacity.
" Match requests with physician preceptors and ensure balanced, equitable scheduling across programs and sites.
" Develop and maintain a master rotation schedule for all medical trainee placements.
" Upload and verify confirmed rotations in the hospital's electronic onboarding system (e.g., NirvSystem), ensuring prerequisites are completed before start dates.
" Follow up with trainees regarding outstanding requirements, expired documentation, or failed verification.
" Respond to inquiries from trainees, faculty, and academic partners regarding placement processes, requirements, and updates.
" Alert the Manager when departmental or system changes affect capacity or require adjustments.
" Support change management initiatives related to medical trainee integration (communications, IT/badge access, infrastructure, stakeholder engagement).
Communication and Liaison
" Maintain effective communication with preceptors, physician leaders, Medical Affairs, Occupational Health, IT, IPAC, Finance, and other hospital departments.
" Serve as liaison between academic institutions and hospital departments to ensure smooth information flow and resolve issues.
" Build and sustain relationships with academic partners, medical trainees, clinical leaders, and external stakeholders (e.g., recruitment task forces, clinics).
" Work with the Manager to identify and prioritize trainees in high-demand specialties that may support recruitment strategies.
Documentation and Record Keeping
" Validate and reconcile preceptor assignments and trainee placements.
" Coordinate with academic partners on payment of preceptor stipends and reconciliation of trainee records.
Orientation and Training
" Coordinate and deliver standardized orientation sessions across all sites.
" Ensure trainees are informed of hospital policies, systems (e.g., OASIS), and required onboarding materials.
" Maintain and update orientation resources and onboarding content.
" Support exam coordination and invigilation when required.
Problem Resolution and Learner Support
" Ensure trainees know how to report concerns and collaborate with Academic Affairs leadership to resolve issues.
" Promote learner wellness and connect trainees with appropriate supports, (i.e., Regional Learner Advocate).
" Escalate concerns from trainees or preceptors to the Manager as appropriate.
Quality Improvement
" Monitor capacity, placements, and scheduling data to anticipate pressure points.
" Collaborate with academic partners and internal committees to adjust scheduling and support layered learning models.
" Gather and review feedback from trainees and preceptors to identify opportunities for program improvement.
Regulatory Compliance
" Ensure adherence to relevant standards, policies, and regulations (e.g., PARO, CPSO requirements, hospital policies).
" Coordinate with academic partners to secure necessary university appointments or affiliations for out-of-province learners.
Data Analysis and Reporting
" Prepare summary reports for committees and leadership on trainee activity and capacity.
" Track and submit required metrics (e.g., Medical Trainee Days) to the Ministry of Health.
" Process financial transactions related to trainee programs, including preceptor and administrative payments.
Professional Development
" Stay current with best practices, regulatory updates, and innovations in medical education.
" Engage in ongoing professional development to enhance skills in learner support, program coordination, and academic administration.
QUALIFICATIONS:
" Office Administration Diploma or equivalent combination of education and experience.
" Experience in an administrative support and/or coordinator role, ideally in a healthcare or academic setting.
" High degree of proficiency in all MS Office programs (Excel, PowerPoint and Word).
" Excellent Communication and interpersonal skills to interact effectively with all levels of staff within the organization as well as external parties.
" Strong organization, prioritization and time management skills to effectively to meet deadlines.
" Ability to multitask and work in an environment with frequent interruptions to effectively manage numerous requests from multiple sources.
" Proven ability to take initiative and exercise good judgement
" Must possess initiative, high integrity and be highly detailed and results oriented.
" Ability to travel to all Lakeridge Health sites.
CONDITIONS OF EMPLOYMENT:
The terms and conditions of employment are in accordance with Lakeridge Health's policies and procedures.
Lakeridge Health thanks all applicants, however, only those selected for an interview will be contacted.
Successful External applicants must provide a satisfactory Criminal Investigation Reference for the vulnerable sector, dated within the past six (6) months.
Accommodation will be provided in all parts of the recruitment and assessment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Applicants need to make their needs known in advance.
At Lakeridge Health we value inclusion and diversity. We are committed to fostering a culture that is respectful, inclusive and accessible and to employing a workforce that is representative of the diverse community we provide services to. As an equal opportunity employer we welcome applications from all qualified applicants.
Lakeridge Health is committed to providing a safe and healthy work environment for all team members and patients. New Lakeridge Health team members will be required to complete a Pre-employment Health Assessment as a condition of employment.
About Lakeridge Health
Lakeridge Health is one of Ontario’s largest community hospitals, serving people across Durham Region and beyond. We are part of our community and it shows in the care we provide – because the people coming through our doors are our neighbours, family and friends.
With five hospitals, four emergency departments, three critical care units, a longterm care home, a full range of medical and surgical specialties, more than 20 community health-care locations and a state-of-the-art surgical centre within the soon-to-open Jerry Coughlan Health & Wellness Centre, Lakeridge Health offers some of the broadest and most comprehensive acute care, ambulatory care, and long-term care services in Ontario.
Lakeridge Health is also home to several regional specialty centres and services, including the Central East Regional Cancer Program, R.S. McLaughlin Durham Regional Cancer Centre, The Shoulder Centre, and eye care and chronic kidney disease services. Additionally, we are proud to serve our community with a full suite of inpatient, ambulatory, and community-based mental health and addictions services, and provide safe, high-quality, compassionate care in our state-of-the-art long-term care home, Lakeridge Gardens.
Guided by our vision of One System. Best Health. and supported by a dedicated team of more than 8,700 staff, physicians, and amazing volunteers, Lakeridge Health is working in collaboration with its Durham Ontario Health Team, primary care, and community and government partners to foster a truly integrated, regional system of care. Together, we are focused on empowering people to live their best health and fostering an accessible, inclusive, and equitable environment for all.
The Lakeridge Health Education and Research Network is attracting new research talent and is now a satellite campus for the Queen’s University Family Medicine Program. And our Whitby site is a national leader in adopting a nurse-practitioner led model of care.