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LOCATIONS:
We are recruiting for one full-time position in each of the following communities:
- Cape Breton Zone: Sydney (Cape Breton Regional Hospital), Cheticamp (Sacred Heart Community Health Centre)
- Eastern Zone: Antigonish (St. Martha's Regional Hospital), New Glasgow (Aberdeen Hospital)
- Northern Zone: Truro (Colchester East Hants Health Centre), Amherst (Cumberland Regional Health Care Centre)
- Western Zone: Kentville (Valley Regional Hospital), Yarmouth (Yarmouth Regional Hospital), Bridgewater (South Shore Regional Hospital)
PURPOSE:
The Site Coordinator is responsible for the organization, coordination and administration of all undergraduate medical education activities at the site, including the Longitudinal Integrated Clerkship (LIC) Program ensuring alignment with institutional standards and local priorities.
SPECIFIC RESPONSIBILITIES:
The Site Coordinator provides coordination and delivery of local medical education programming. This role operates with relative independence, overseeing complex scheduling, learner onboarding and assessment processes to ensuring the effective delivery of educational activities.
Acting as a key liaison, the Site Coordinator cultivates and sustains collaborative relationships with the local medical education team, academic institutions, preceptors, students, residents and community partners. The role requires sound judgment, discretion, and strong relationship management to support a responsive, learner-centered environment and to facilitate the seamless integration of learners into clinical settings.
As a key member of the local Medical Education Team, the Coordinator provides cross-coverage to support the continuity and effectiveness of medical education programming. The Site Coordinator is responsible for the administration and coordination of all aspects of the Dalhousie Medicine at the site, including the development and management of complex schedules for the Longitudinal Integrated Clerkship (LIC) Program, Undergraduate core and elective placements and Rural Week. This role requires independence in planning, prioritizing and executing responsibilities to meet program requirements and timelines.
The Site Coordinator maintains a comprehensive and current understanding of accreditation standards and Nova Scotia Health policies and standards, ensuring all activities align with accreditation requirements. This includes applying knowledge of the curriculum to support informed decision-making, effective coordination and continuous quality improvement.
In this capacity, the Site Coordinator supports communication and stakeholder engagement efforts, ensuring access to appropriate resources and supporting a cohesive and collaborative learning environment. The role requires a high level of professionalism, confidentiality and sensitivity in managing learner and faculty-related matters.
DETAILED JOB DESCRIPTION:
Statement of Responsibility: Learner Coordination
- Serve as the primary point of contact and key resource for all undergraduate scheduling and clinical learning experiences for preclerkship, LIC, MED3 block rotations and undergraduate electives.
- Oversee Dalhousie’s visiting learner processes, including proactive monitoring of the AFMC Student Portal and management of all local placement requests.
- Establish and maintain strong communication with preceptors and learners aligning needs of the learners with preceptor availability and capacity
- Responsible for entering, validating and managing clinical rotations within systems such as AFMC Student Portal, One45 and other platforms, ensuring data accuracy for evaluation and reporting
- Ensure rotation schedules are accurate, up-to-date and optimized for Site Administrator(s), Site Director(s), Regional Manager and learner utilization.
- Provide independent quality assurance reviews to ensure timely and accurate release of curriculum materials and administrative documents to learners and faculty.
- Maintain strict confidentiality and accountability for all learner data, exercising sound judgment in the handling, protection and safeguarding of sensitive information.
Statement of Responsibility: Collaboration & Strategic Support
- Collaborate proactively with the site medical education team to ensure continuity of operations, providing cross-coverage for administrative functions as required.
- Act as a trusted resource to Site Director(s), medical education team, learners and clinical staff, providing guidance, coordinating responses, and resolving administrative issues with minimal direction.
- Serve as a key liaison between Dalhousie University, Cape Breton Medical Campus and Nova Scotia Health, coordinating access to training, systems, and facilities.
- Interpret, apply and work within institutional policies ensuring compliance and informed decision-making.
- Evaluate, implement, and continuously improve administrative processes, maintaining current knowledge of emerging technologies and systems relevant to medical education.
- Contribute to and support the faculty appointment process in partnership with the medical education team.
- Coordinate or support projects and initiatives assigned by the Regional Manager, applying sound judgment, prioritization and full accountability for outcomes.
- Represent the site by contributing administrative expertise to local, UGME and NSH committees and working groups.
- Independently prepare and compile documentation in support of UGME accreditation processes, ensuring accuracy and timeliness.
- Maintain flexibility to support operational needs, including occasional evening and weekend work.
Statement of Responsibility: Onboarding and Engagement
- Manage the end-to-end onboarding of visiting medical learners, taking full ownership of initial contact, documentation, reporting instructions, hospital access, IT credentials and accommodation arrangements to ensure learners are well-prepared and supported from the outset.
- Design, plan and deliver all aspects of the multi-day LIC orientation process, including the development and coordination of training sessions, logistical planning, internal site preference process and facilitation of multidisciplinary sessions in collaboration with Site Directors, while also leading LIC-specific events.
- Collaborate strategically with the medical education team to plan and operationalize initiatives, including Family Medicine Interest Group activities, Rural Week and Dalhousie Faculty of Medicine site visits.
- Support collaborative community partnerships with key stakeholders, including community navigators, physician recruitment teams and hospital foundations, to support program objectives and engagement.
- Lead the planning and execution of social and professional engagement initiatives that support learner integration, development and experience including local recognition activities and partnerships with community stakeholders.
Statement of Responsibility: Student Assessment & Exam Preparation
- Coordinate and manage EPA and ITER evaluation processes as well as daily feedback process for the LIC Program, ensuring accuracy, completeness and seamless execution across all stages.
- Coordinate the administrative components of the student assessment cycle by ensuring adherence to UGME-defined processes, timelines and standards, and taking proactive action to address gaps or delays.
- Monitor the implementation, distribution and completion of evaluations using online platforms, working collaboratively with Site Director(s) and learners to drive compliance and resolve issues.
- Oversee and execute exam invigilation (virtual and in-person) with accountability for protocol adherence, implementing approved accommodations are implemented appropriately.
- Plan and coordinate OSCE preparation sessions, simulated learning activities and skills training for the LIC Program.
- Maintain strict confidentiality and integrity of all student assessment data, applying sound judgment in the handling and safeguarding of sensitive information.
QUALIFICATIONS and SKILLS:
- Office Administration certification or training with 3-5 years’ related work experience, preferably in a health professional education environment is required (or equivalent combination of training and experience).
- Must be able to exercise initiative, work independently and handle sensitive and confidential learner issues with considerable tact
- Advanced, written and verbal communication skills are required.
- Organizational skills and attention to detail are essential.
- Ability to multi-task and use initiative in a team environment is required.
- Problem solving skills and the ability to work in a collaborative environment are required for this role.
- Knowledge of the Medical School and hospital IT systems as well as Dalhousie’s intranet, DalMedix and Brightspace are an asset.
- Experience with various webinar and online web conferencing systems (MS Teams) as well as software packages (MS Office (Word, Excel, Access)) are required.
- Advanced experience or expertise in Excel is required. Experience in dealing with remote technologies and IT matters preferred.
The duties set out are representative of the principal responsibilities only and are not to be construed as all-inclusive. Perform further related duties as assigned.
Deadline: November 13, 2026 @ 11:59PM
Cape Breton University is strongly committed to fostering diversity within our community. We welcome those who would contribute to the further diversification of our staff, our faculty and its scholarship including, but not limited to, women, visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation or gender identity. Please note that all qualified candidates are encouraged to apply but applications from Canadians and permanent residents will be given priority.
CBU is committed to Equity, Diversity, and Inclusion (EDI) and applicants are encouraged to self-identity if they are part of a marginalised community, or have experience working with Indigenous communities.
If we contact you for an interview and you are a person with a disability who requires technical aids or alternative arrangements, please let us know of these needs and how we can be of assistance.
Cape Breton University
Human Resources Dept.
HumanResouces@cbu.ca
1250 Grand Lake Road,
Sydney, NS B1M 1A2
