University of Alberta

Undergraduate Program & Contracts Coordinator

Department of Family Medicine

Competition No.  -    S108637024
Posting Date  -    Sep 11, 2018
Closing Date  -    Sep 25, 2018
Position Type  -    Full Time - Grant Funded
Salary Range  -    $54,531 to $74,751 per year
Grade  -    09
Hours  -    35.00

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

Reporting to the Director, Undergraduate Program, for day-to-day operational matters, and to the Assistant Chair for functional matters such as evaluation, resources, and training, the Undergraduate Program & Contracts Coordinator is a key member of the department’s senior administration team. The Undergraduate Program & Contracts Coordinator manages an active undergraduate medical education program and supervises the department’s professional, customer-oriented contracts management activities.

As a key member of the undergraduate management team, this position works with limited supervision and is responsible for successful administration of a complex program comprising of the annual instruction of 320 medical students in several pre-clinical courses as well as 300 students in clinical courses.

As the department’s Contracts Coordinator, the position leads a team that efficiently manages the many contracts and employment agreements associated with the department’s undergraduate, residency, and distributed clinic programs. Such agreements comprise the public face of the department and the University. Their timely, efficient, and customer-focused management is vital to the department.


Undergraduate Program Coordinator Duties

  • Overall responsibility for successful administration of the Department’s Undergraduate Medical Education Program, including managing staff and influencing faculty to meet all timelines and administrative tasks required to successfully deliver complex educational programs
  • Creates and manages the annual program budget, reviewing financial statements throughout the year and approving all budget expenditures
  • Manages a faculty/support staff recruitment team responsible for:
    • Annual recruitment of 150 preceptors for Longitudinal Clinical Experience
    • 360 Physicianship small group facilitators
    • 145 clerkship preceptors
  • Represents the University and Department in site visits to community clinics to recruit physician educators to teach learners both in their clinics and on campus
  • Acts as ultimate department contact for resolution of undergraduate preceptor issues
  • Department representative at Faculty of Medicine & Dentistry (FOMD) Undergraduate Medical Education global schedule planning meetings
  • Functions as the Family Medicine Clerkship Team Lead for Undergraduate Medical Education matters
  • Maintains close working relationships with FOMD Undergraduate Medical Education, Office of Rural and Regional Health, and Med IT
  • Supervises scheduling of clerkship students to urban and rural locations across Northern Alberta, liaising with FOMD departments and divisions such as Undergraduate Medical Education, Rural and Regional Health and external preceptor groups as necessary
  • Establishes plans and supervises coordination of all faculty development events for undergraduate teaching
  • Ensures that accreditation standards are being maintained
  • Ensures that all evaluation deadlines are met, creating quality control systems as necessary
  • Meets, in partnership with the Assistant Program Director-Clerkship, with clerkship students unsuccessful in their first four weeks of family medicine and helps develop a learning plan for the second half of the rotation
  • Follows up with students to ensure they are succeeding in their learning plans
  • Produces regular, timely, and accurate reports to a high standard including undergraduate information for the department annual report, newsletters and website

Contracts Coordinator Duties

  • Directs staff in the timely and accurate administration of department contracts and payroll documents required to recruit and retain several hundred external personnel each year
  • Maintains a tracking system for contracts and other preceptor documentation with quarterly reporting
  • Manages physician faculty AMHSP membership documentation
  • Works closely with the Assistant Chair and the Financial Supervisor to continuously improve department contracting processes


  • Minimum of a post-secondary diploma in office administration or related field
  • 3-5 years related experience required
  • Demonstrated effective and strong interpersonal skills in dealing with staff, students, other departments, and outside institutions/agencies
  • Proficient with MS Office Applications
  • Demonstrated ability to work independently
  • Strong communication skills
  • Leadership experience or training strongly preferred

How to Apply

Apply Online

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

The University of Alberta is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage women; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression; and all those who may contribute to the further diversification of ideas and the University to apply.