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.

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: August 14, 2025