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Education Coordinator, eLearning and Programs

Type: Temporary Full Time, 16 months (Parental Leave Coverage)
The Centre for Faculty Development (CFD) is a partnership between Unity Health Toronto and the University of Toronto’s Temerty Faculty of Medicine. The CFD supports the continuing academic development of health professionals through consultation and the design, implementation, and evaluation of programs and supports, including workshops, longitudinal certificate programs, coaching, consultations, resources, communities of practice, and other educational initiatives.

The Centre serves a broad and inclusive faculty development community across Unity Health Toronto, the University of Toronto, affiliated teaching hospitals, and local, national, and international partners, including:

Educators and faculty across the University of Toronto’s Temerty Faculty of Medicine and other health sciences faculties.
Health professionals and academic leaders across Unity Health Toronto, affiliated teaching hospitals, and the Toronto Academic Health Sciences Network.

Local, national, and international partners engaged in health professions education, academic leadership, scholarship, evaluation, and advocacy.

The Centre supports the academic development of these individuals and institutions by providing leadership in the design, implementation, and evaluation of faculty development programs, while fostering collaboration, community building, and capacity development across the health system.

The CFD is one of the largest faculty development centres in North America. Known for the strength and relevance of its programming and its internationally recognized scholarship, the CFD contributes significantly to the growing reputation of Unity Health Toronto and the University of Toronto as leaders in health professions education.

The primary responsibilities of this role are to:

Coordinate the CFD’s central faculty development programs, such as the Education Scholars Program and Teaching and Learning in the Clinical Context.

Support the integration of technology into CFD programming across the Centre, including editing e-learning modules, contributing to the design of new micromodules, uploading program content into the Learning Management System, and setting up Zoom for education sessions. The Education Coordinator, eLearning and Programs, must be a reliable, self-motivated individual with exceptional organizational skills; experience with e-learning and Learning Management Systems; and a demonstrated commitment to customer service. The success and reputation of the CFD depend highly on this individual’s ability to be tactful, diplomatic, decisive, and independent in their role.

Note that this role is based primarily out of the St. Michael’s Hospital/Li Ka Shing site.

Duties & Responsibilities:
Program coordination

Ensure the smooth delivery of in-person, hybrid, and online programs, including securing venues, equipment, and technology; arranging classrooms; preparing handout packages; and compiling evaluation and survey data.
Confirm room bookings, catering, AV equipment, and other requirements for in-person program delivery.
Ensure all accreditation standards are met according to guidelines provided by the College of Family Physicians of Canada (CFPC) and the Royal College of Physicians and Surgeons of Canada (RCPSC).

• Ensure the smooth delivery of in-person, hybrid, and online programs, including securing venues, equipment, and technology; arranging classrooms; preparing handout packages; and compiling evaluation and survey data.
• Confirm room bookings, catering, AV equipment, and other requirements for in-person program delivery.
• Ensure all accreditation standards are met according to guidelines provided by the College of Family Physicians of Canada (CFPC) and the Royal College of Physicians and Surgeons of Canada (RCPSC).
• ·Develop and refine evaluation and data collection tools as required; compile data; conduct basic data analysis; and prepare module and annual reports summarizing results.
• Plan, manage, and coordinate annual program presentations, workshops, and events, including establishing relationships with faculty and inviting them to lead sessions.
• Communicate regularly with program participants and provide support as needed regarding technology, program information, program expectations, assignment deadlines, and related matters.
• Suggest, develop, and implement new strategies, technologies, initiatives, and policies to improve program delivery.
• Coordinate all aspects of yearly program graduations (confirming requirements are met; managing the graduation agenda, suggesting and managing guest speakers, etc.).
• Update in-house procedures manual for this particular position (outlines standards of practice, protocols, procedures, timelines, etc.).
• Build team capacity in the use of e-learning and digital/web solutions.
• Coordinate and process program invoicing and payments, including course registration fees, catering, program materials, and honoraria.
• Co-develop the annual program budget with the leadership team.
• Reconcile monthly program expenditures and revenue.
• Maintain electronic database records for all invoices, payments, and financial transactions.
• Schedule and organize program team meetings with facilitators, faculty, and coaches to ensure alignment across programs.

Supporting technology integration

• Update and maintain e-learning modules using major e-learning development software, such as Articulate Storyline.
• Stay current on leading practices in accessibility and apply AODA compliance principles to e-learning development.
• Work with the Education Development Lead, CFD Advisor, and CFD Manager to ensure technology-enabled education, tools, and resources support the Centre’s hybrid learning strategy and Centre-wide strategic plan.
• Create, edit, and maintain course information on existing course platforms, or create new course platforms as applicable.
• Liaise with the Unity Health technology team to coordinate and implement Centre needs on the Learning Management System.
• Ensure program information on the CFD website is up to date and recommend and create new website content as needed.
• Consult with program leads and education coordinators on opportunities to integrate technological tools and solutions into programs.
• Support the ongoing technological needs of the ESP and TLC programs, including the integration of micromodule e-learning assets within Unity Health Toronto.
• Provide consultation, training, and ongoing implementation support to program faculty who require assistance creating technological solutions, including videos, sound clips, and related materials. This includes helping faculty create content, develop images and videos, upload content, edit existing content, and manage discussion boards.
• Coordinate and support the delivery of virtual program components, including becoming proficient in new platforms required for successful virtual delivery.
• Use technology to support program planning and delivery, as well as financial management.

Qualifications:

• Undergraduate degree in a relevant field or equivalent professional experience.
• Two to five years of recent, related experience.
• Experience developing e-learning modules.
• Experience within the field of education.
• Experience working with health professionals or within a health care, community health, health sciences, or health professions education environment.
• Excellent interpersonal and customer service skills, including strong communication and relationship management skills.
• Excellent data management and record-keeping skills.
• Strong ability to work in a team environment, including through virtual communication tools.
• Strong attention to detail, including excellent writing and editing skills.
• Expertise in producing reports, minutes, and presentations, as well as scheduling appointments and organizing events.
• Excellent organizational, decision-making, and problem-solving skills.
• Demonstrated flexibility and experience responding to changing work demands.
• Demonstrated project management skills.
• Demonstrated ability to take initiative, work independently, and manage multiple priorities.
• Excellent computer skills using word processing, spreadsheet, and presentation software, including Word, Excel, and PowerPoint, as well as expertise using Zoom.
• Strong comfort with technology to support program delivery, including the ability to learn new programs or tools with minimal support, such as Microsoft 365, Articulate, Asana, Slack, Zoom, and Canva.
• Demonstrated excellent record of attendance and punctuality.
• Knowledge of or experience with Unity Health Toronto and the University of Toronto’s Temerty Faculty of Medicine, including staff, faculty, and procedures, is an asset.

Admin Assistant Director Center for Faculty Development (Job ID: 16520)

The Centre for Faculty Development (CFD) is a partnership between Unity Health Toronto and the University of Toronto’s Temerty Faculty of Medicine. The CFD supports the continuing academic development of health professionals through consultation and the design, implementation, and evaluation of programs and supports, including workshops, longitudinal certificate programs, coaching, consultations, resources, communities of practice, and other educational initiatives.

For more information, visit: centreforfacdev.ca

The Administrative Assistant to Director provides administrative, financial, operational and event support to the Centre for Faculty Development. The role supports the Director, CFD Manager and broader team by coordinating schedules, communications, meetings, documentation, reporting, financial tracking and administrative processes to ensure smooth day-to-day operations.

• Providing administrative, scheduling, correspondence and office support to the Director and Centre.
• Coordinating meetings, events, travel, room bookings, AV support, agendas, minutes and follow-up.
• Supporting financial tracking, reconciliation, reporting, payroll, invoice and payment documentation.
• Maintaining shared documents, calendars, distribution lists, filing systems and administrative processes.

The Administrative Assistant to Director must be a reliable, self-motivated individual with strong organizational, communication, financial tracking and customer service skills. The role requires sound judgment, tact, diplomacy, discretion and the ability to manage confidential and sensitive information while balancing competing priorities in a fast-paced environment.

Note that this role is based primarily out of the St. Michael’s Hospital/Li Ka Shing site. At times, travel will be required to other Unity Health Toronto sites or the University of Toronto’s tri-campus based on support needs for events.

Duties and Responsibilities
Administrative support

• Organizes, maintains and prioritizes the schedule of the Director, including daily calendars, meetings, room bookings, conference calls, video conferencing, AV support, travel arrangements and conference registrations.
• Plans meetings, committee work, projects, conferences, curriculum retreats and events, including related materials, logistics, documentation and follow-up (e.g., agendas, minutes, action items).
• Acts as the front-line contact for internal and external customers who would like to make contact with the Director; triages issues and acts to achieve solutions prior to the Director or Manager becoming involved.
• Collects, compiles and reports unit data for quarterly performance reports, and coordinates and compiles quarterly performance and annual reports.
• Research, compiles, assimilates and prepares confidential and sensitive documents.
• Maintains shared tracking documents, calendars, distribution lists and administrative processes as required for the Centre.
• Assists with the recruitment process of new staff, including scheduling, correspondence and related documentation.
• Performs other clerical duties such as filing, photocopying, scanning, mailings and other administrative functions, and provides secretarial vacation coverage as required.

Finance support

• Supports day-to-day financial administration, including tracking, reconciliation, reporting, invoices, payments and payroll documentation.
• Maintains organized financial records and shared tracking tools to support reporting, continuity and timely follow-up.
• Compiles financial information for quarterly performance and annual reports, as needed.

Operations, membership, and events support

• Coordinates meetings, projects, conferences, retreats and events, including logistics, materials, room bookings, AV, registration support and follow-up.
• Prepares practical administrative materials such as flyers, timelines, tracking tools, reports and forms.
• Supports clear communication among the Director, Centre team, faculty, senior leaders and internal and external partners.
• Maintains effective electronic and hard-copy filing systems, shared resources and administrative processes.
• Helps respond to urgent operational needs, scheduling conflicts and stakeholder issues, escalating as appropriate.
• Contributes to cross-functional administrative support and other duties that help the Centre operate smoothly.

Qualifications

• Graduate of a recognized Office Administration program or equivalent, preferably with experience in an academic, health care or education setting.
• Five years’ administrative experience, preferably supporting a senior leader in an academic, health care or education environment.
• Proven experience with software applications such as Microsoft Office, Word, Excel, PowerPoint, Outlook, Teams and payroll systems.
• Experience supporting financial administration processes, including tracking, reconciliation, reporting, payroll entry or related documentation, is an asset.
• Experience supporting events, workshops, meetings or educational programming is an asset.
• Advanced problem-solving abilities and demonstrated ability to develop systems that create efficient workflow.
• Excellent organizational, time management, written and verbal communication, interpersonal, customer service and attention-to-detail skills.
• Ability to exercise good judgment in a variety of situations, maintain confidence and balance multiple priorities.
• Demonstrated tact, diplomacy, discretion and ability to handle confidential and sensitive information appropriately.
• Knowledge of health professions education, faculty development, university or hospital administrative systems, or academic medicine environments is an asset.

Unity Health Toronto is committed to creating an accessible and inclusive organization. We strive to provide a recruitment process that is barrier-free and in compliance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. We understand that you may require an accommodation at any stage of the recruitment process. When you are contacted, please inform the Talent Acquisition Specialist and we will work with you to meet your accommodation needs. We want to emphasize that all accommodation requests are handled with the utmost confidentiality, respecting your privacy and dignity.