Education Assistant

The Medical Education team at William Osler Health System is seeking an organized and detailoriented individual to support the coordination of medical education activities. As a Medical Education Assistant reporting to the Manager Medical Education you will help ensure medical learners have a smooth and positive experience during their clinical placements by assisting with registration onboarding and orientation. You will also support scheduling academic sessions and communication with physicians learners and hospital departments to help the program run efficiently. This is a meaningful role for someone who aims to support learning and patient care in a hospital setting.

Accountabilities:

• Assist with registering medical learners and making sure all paperwork and requirements are completed correctly
• Respond to learner questions about placements access schedules and registration needs
• Help organize and run orientation sessions for medical learners
• Keep accurate records of learner information attendance absences and placements
• Use a Learner Management System (eg. NirvSystem) to track and manage learner registration requirements access to hospital systems ID badges and deposit items
• Create and maintain learner call and shift schedules in collaboration with medical education leads and Division/Department schedulers ensuring timely distribution to learners programs and hospital departments
• Help schedule educational events like rounds workshops and faculty development sessions
• Organize and support simulationbased activities including booking rooms managing equipment and assisting faculty
• Communicate placement details and scheduling updates with hospital departments and clinical teams
• Assist in collecting and entering teaching and learner data for funding and reporting purposes
• Help track teaching hours preceptor availability and payments for clinical teachers
• Provide administrative support to the Medical Education Office and work with other team members to plan and run education programs
• Attend educationrelated meetings and take notes or assist as needed
• Support communication with learners physicians and hospital departments by preparing emails notices or basic reports
• Use discretion and good judgment when handling confidential or sensitive information
• Travel between Osler sites (Brampton Civic Hospital Peel Memorial Centre and Etobicoke General Hospital) may occasionally be required
• Perform other duties as needed to support the smooth operation of the Medical Education Office

Qualifications :

• Successful completion of a twoyear postsecondary program (e.g. Office Administration Medical or equivalent)
• At least 12 years of related experience ideally in a healthcare academic or student support setting
• Experience working with physicians and/or medical learners is an asset
• Familiarity with the Canadian medical education system and medical terminology is helpful
• Strong organizational and time management skills with the ability to manage multiple priorities and meet deadlines
• Excellent interpersonal and communication skills (oral and written) with the ability to build positive working relationships with internal teams and academic partners
• High level of accuracy and attention to detail
• Demonstrated initiative and ability to work independently while contributing effectively in a team environment
• Advanced computer skills including Microsoft Office (Word Excel Outlook PowerPoint) Microsoft Teams and Adobe Acrobat
• Experience using learner management systems such as NirvSystem is an asset
•  Ability to exercise discretion diplomacy and sound judgment when handling confidential information
• Willingness and ability to travel between Osler sites (Brampton Civic Hospital Peel Memorial Centre and Etobicoke General Hospital) as required
• Must demonstrate Oslers values of Respect Excellence Service Compassion Innovation and Collaboration

Additional Information :

Hours: Currently days (subject to change in accordance with operational requirements)

Onsite First: Roles that frequently support direct patient care and have dedicated hours when they are available to patients team members and/or other partners

Annual Salary:
Minimum:  $53196
Maximum: $66495

Application deadline: April 21 2025

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Osler values inclusivity and diversity in the workplace. We welcome and encourage applicants from diverse backgrounds. We are committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act. If you require an accommodation at any stage of the recruitment process please notify Human Resources at .

While we thank all applicants only those selected for an interview will be contacted. Any information obtained during the course of recruitment will be used for employment recruitment purposes only and not for any other purpose.