Reporting to the Manager, Undergraduate Medical Education (UGME), in the Faculty of Medicine at UPEI, the Pre-Clerkship Curriculum Coordinator (PCCC) works closely with the Phase 1, 2, 3 Academic Program Administrator (APA), the Academic Program Assistant (Assessment), Academic Program Administrator (Research) and the Curriculum and Accreditation Advisor in the Faculty of Medicine at Memorial University to support the delivery of the Undergraduate Medical Education (UGME) program on the UPEI campus. The PCCC plays an essential and complex role through the administration of multiple curricular components requiring exceptional organizational, prioritization, time management and advising skills.

The PCCC provides administrative support for the scheduling, room booking and curriculum committees for the first two years of the four year undergraduate medical education program (pre-clerkship or Phases 1, 2, 3). Additionally, this role ensures that all assessment processes are implemented in a timely fashion and in accordance with required standards. They ensure that grades are recorded and submitted to Memorial and invigilate exams. The PCCC is also the first point of contact to support both the research component and the community engagement course as part of the mandatory curriculum.

RESPONSIBILITIES:

• Drafts and maintains Phase 1, 2, 3 schedule for UPEI campus in consultation with the Phase 1, 2, 3 APA, Phase Leads, Undergraduate Content Leads (UCLs), faculty, and IT teams using Excel
• Assists students in creating schedules for the Community Engagement course experiences in Phases 2 and 3 and maintains an excel of contacts; Schedules clinical faculty for the early clinical experience; Communicates with Distributed Medical Education (DME) and the clinical discipline APAs as required to establish and implement placements the Early Clinical Experiences and the Community Engagement course
• Collaborates with the APA (Assessment) on room booking for assessments on the UPEI campus, ordering online examinations, examination question compilation, adherence to academic accommodations, scheduling deferred assessments and reassessments
• Assists in the recruitment of faculty recruitment and confirms capacity annually for the required research component; maintains faculty profiles and distributes to students
• Advises students based on their research interest and matching them with available supervisors or helping them to find a new supervisor and connecting them with Faculty Affairs
• Ensures that evaluation and assessment processes are followed and captured according to the required process and timelines
• Books rooms for classes, labs, assessments, reassessments on the UPEI campus
• Initiates and follows up on MD verifications requests and leave requests with Memorial for learners on the UPEI campus
• Recruits, trains and oversees invigilators and completes objective review when needed; Arranges payment for invigilators and teaching assistants involved in marking assessments
• Maintains assessment records for the UPEI campus and ensures the results are communicated to the APA (Assessment) for inclusion in Memorial’s assessment reporting
• Prepares documents for meetings and records minutes as required. Serves as a backup for the Phase 1, 2, 3 APA and APA (Assessment) and provides administrative support to UGME Committees and working groups as part of the UPEI campus. Assists with scheduling meetings and setting agendas as required
• Communicates with Health Science Information and Media Service at Memorial and the IT Systems and Services at UPEI for online assessments and IT requirements/technical issues in courses and in assessments
• Communicates with the bookstore and library at UPEI to ensure required textbooks are available for learners
• Performs other duties as required to ensure the effective delivery of Memorial’s accredited UGME curriculum on the UPEI Campus

QUALIFICATIONS: 

• Completion of a college certificate in an office administration program (e.g., Certificate in Professional Office Administration, Administrative Assistant Program, or similar) with at least five years related work experience required
• A bachelor’s degree would be considered an asset
• The PCCC role requires a high degree of coordination with the academic support units within the Faculty of Medicine at Memorial, the UPEI Regional Program, UPEI faculty, IT teams, and community-based organizations. As a result, the PCCC is required to have exceptional organizational, work prioritization and time management skills. Demonstrated efficiency in both written and oral communication required
• A high degree of judgement and professionalism with a strong understanding of confidentiality required
• Experience within a post-secondary institution or a health authority would be considered an asset
• Experience advising students in an academic setting is considered an asset
• Proficiency in Microsoft Office Suite, including Word and Excel, is required
• Experience with Microsoft 365 is considered an asset
• Knowledge of Desire2Learn (Brightspace) and One45 software programs would be considered assets