Community Relations Coordinator Apply Online!

Reporting directly to the Manager of Community Services, the Community Relations Coordinator will work collaboratively with the Undergraduate Medical Education Unit, the Postgraduate Unit and the Clinical Sciences Division, among others, to provide a complete range of administrative support, including housing for the clinical placement of all medical learners within Northern Ontario.

Furthermore, the successful incumbent will collaborate and build relationships with assigned communities, hospitals, faculty and other key stakeholders.

This position is covered by the Terms and Conditions of the OPSEU Unit 677 Collective Agreement (Unit 2). A copy is available on the NOSM University website.

 

Responsibilities

Tasks may include but are not limited to the following:

3. Scheduling
   a) In collaboration with school-wide units, performs administrative and clerical duties related to the day-to-day functioning of the clinical placement and housing functions of the Clinical Scheduling Unit.
   b) Coordinates the scheduling of medical clinical placements within community learning sites for all learners by confirming clinical teacher/ preceptor availability for a specific time, site and discipline.
   c) Acts as the primary contact point for learners in matters related to the scheduling of clinical placements and housing requirements.
   d) Collaborates with internal and external program-specific medical school administrative coordinators to ensure maintenance of academic and clinical program requirements.
   e) Schedules NOSM housing and processes travel arrangements/costs within scope of authority and in accordance with the School’s approved policies and procedures.
   f) Maintains and updates unit databases and ensures integrity of information.
4. Housing
   a) Maintains and coordinates housing agreements within assigned communities.
   b) Furnishes and refurbishes accommodations according to organizational housing standards. Sources purchases of quality furnishings at competitive and cost effective prices.
   c) Acts as primary contact for all accommodation landlords and building superintendents
   d) Responsible for the coordination of local services, which includes sourcing best options, entering into informal agreements with selected contractors, monitoring deliveries and advising on potential issues
   e) Assigns housing to learners via the NOSM database and coordinates alternate housing arrangements (Bed and Breakfast facilities, Inns, etc) during high volume activity in the communities.
6. Community Engagement
   a) Build and develops relationships with key stakeholders.
   b) Acts as primary contact for assigned communities, preceptors, groups and key stakeholders and responds to on-going inquiries;
   d) Maintains and updates teaching capacity and interest for clinical teaching as assigned.
   e) Ensures Memorandum of Understandings are in place and up-to-date for all clinical teaching sites.
   f) Coordinates site visits with university administrative coordinators/medical students to promote the various programs that NOSM has to offer.
   g) Coordinates site visits with communities to help achieve unit, housing and school-wide objectives.  Attend site visits as required.
   e) Attends presentations, health fairs, annual recruitment tours and the annual medical student weekend on behalf of the Unit, as requested, in order to assist in the recruitment of learners to clinical placements in Northern Ontario.

4. Other
   a) Represents the Unit on various committees as assigned.
   b) Performs complex and detailed reporting activities. This includes data entry, retrieving information from database systems, designing and completing complex reports for internal, external and ministry reporting, creation of charts, tables, and graphs to assist with data interpretation and analysis.
   c) Actively engaged in the development of unit policies and maintains a full understanding of policies and accreditation guidelines and ensures the unit meets the required standards.
   d) Act as subject matter experts, participates and takes an active role in quality improvement and project initiates
   e) Ensures Unit information, including placement opportunities is informative and accurate across all mediums including but not limited to NOSM’s website and the AFMC Student Portal.
   f) Prepares, maintains and reviews promotional items, inserts, handouts and/or giveaways which are distributed during site visits
   g) Prepares documentation for Finance Unit related to stipend support, travel reimbursements and other Unit related expenses. Ensures collection and distribution of expense claims and financial information from participants
   h) Acts as a role-model of the organization’s values in daily work activities.

• Performs other duties as assigned.

Qualifications

Education

• A University degree from a recognized Canadian institution with accreditation, preferably in Business Administration, Education or Health Care or an equivalent combination of education and experience is required

Knowledge, Skills and Abilities

• Minimum of three (3) years relevant work experience in a distributed education environment
• Microsoft Office 2013, 2016, and Office 365 including SharePoint Online, Advanced Excel, Word and Power Pointother software such as MS Publisher or Adobe PageMaker, and other office software
• Experience creating queries, forms, reports and importing/exporting data in Microsoft Access
• Experience with high level MS Excel reporting including Pivot Tables, VLookup, Automation (Macros) and Charting (Pie, Bar and Trend Line)
• Experience in working with health care organizations and practitioners across multiples sites would be an asset
• Experience working in an academic environment, other health sciences and distributed education an asset
• Experience working in Undergraduate Medical Education and/or Postgraduate Medical Education environment a definite asset
• Experience in interpreting, explaining and applying policies and procedures
• Experience preparing and delivering presentations to groups (i.e. recruitment tours, health fairs, etc.)
• Experience with database management systems (PaNDA, AMFC Portal)
• Knowledge of health practitioner roles and working relationships
• Knowledge of NOSM Clinical Scheduling Policies and processes
• Knowledge of Northern Ontario communities, people, cultures and lifestyles
• Knowledge of report writing and record keeping techniques
• Ability to liaise with other NOSM units and community stakeholders to coordinate the details of clinical placements, and find resolution to resolve local issues for learner support services.
• Ability to work within established organizational practices, protocols and policies
• Ability to work in a consultative and collaborative fashion with a variety of other units to further overall school strategic objectives
• Ability to work under pressure and to organize his/her work to meet firm deadlines
• Ability to organize work and thrive in a fast-paced, multi-tasking environment
• Ability to identify with the Northern Ontario experience and/or issues common with rural communities
• Ability to travel as required
• The ability to communicate effectively and professionally, and to express oneself clearly verbally, and in writing, and ability to use a variety of media

 

Language

• Must be able to communicate effectively in English (verbally, written and comprehension)
• French/Indigenous language skills would be considered asset