Skip to Main Content

Office Coordinator

Position Details

Position Information

Position Title Office Coordinator
Department/Unit Postgraduate Medical Education
Location Halifax, Nova Scotia, Canada
Posting Number S215-24
Employee Group NSGEU Local 77
Position Type Regular, On-Going
Duration of Contract (if applicable)
Employment Type Full Time
Full-time Equivalency (FTE) 1.0 FTE
Salary $25.89 - $32.77 per hour ($43,754 - $55,384 per annum, 32.5 hours per week)
Classification C5
Provisional Statement
This is a provisional classification. Formal regular review classification procedures may be initiated at any time by the incumbent or supervisor after the incumbent has worked a minimum of six months in the role.
About Dalhousie University
Dalhousie University is Atlantic Canada’s leading research-intensive university and a driver of the region’s intellectual, social and economic development. Located in the heart of Halifax, Nova Scotia, with an Agricultural Campus in Truro/Bible Hill, Dalhousie is a truly national and international university, with more than half of our almost 21,000 students coming from outside of the province. Our 6,000 faculty and staff foster a vibrant, purpose-driven community, that celebrated 200 years of academic excellence in 2018.
Job Summary
The Postgraduate Medical Education (PGME) office manages over 50 Dalhousie University training programs with over 700 PGME trainees (residents/fellows) located at sites in Nova Scotia, New Brunswick and Prince Edward Island. Reporting to the Director, PGME, the Office Coordinator will be responsible for the day-to-day support of PGME office functions, dealing directly with faculty, staff and residents within the Faculty of Medicine, both locally and at distributed sites.
Key Responsibilities
  • Act as the first point of contact for the PGME Office including for department policies and procedures, timelines/deadlines, and protocols. Address or redirect incoming inquiries from residents, faculty, staff, and other stakeholders in person and via phone and e-mail. Distribute communications and update PGME website.
  • Provide administrative support to the PGME Director, Faculty Leads, and Managers including scheduling travel and meetings, and taking minutes. Provide clerical assistance for the review and accreditation of residency training programs, and for scholarship and award processes.
  • Provide general office support. Maintain office calendar, databases, contact lists and records. Prepare purchase requisitions and journal entries, reconcile monthly p-card expenses. Serve as initial contact for PGME maintenance and IT requirements. Order all office supplies and equipment as needed.
  • Create and maintain high volume schedule of hospital rotations for first year postgraduate medicine residency training. Consult programs, hospital services and students for required information. Circulate drafts, make required changes and distribute final schedule. Manage monthly schedule changes.
  • Actively support events and projects as directed by the Director, PGME. Provide planning and day-of support for all major PGME events as well as for small ad hoc events and meetings.
Note
The successful applicant will be eligible for hybrid work (combination of in-person work on campus and remote work) as agreed by all parties based on operational requirements and university guidelines.
Required Qualifications
  • Business/Office Administrative Diploma plus approximately three to five years’ related work experience (or equivalent combination of training and experience).
  • Excellent interpersonal and communication (verbal and written skills with the proven ability to work well as part of a team.
  • Demonstrated ability to multi-task in a deadline driven, team environment including strong attention to detail, initiative and organizational skills.
  • Proficiency in Microsoft 365 suite (Word, Excel, Outlook), database systems and Adobe with demonstrated ability to learn new programs.
Assets
  • Experience in a university, ideally within a Faculty of Medicine, or hospital setting.
  • Experience with One45 and/or DalMedix.
Job Competencies
The successful candidate is expected to demonstrate proficiency in Dalhousie’s core competencies (https://www.dal.ca/dept/leaders.html), in particular:

- Self-Awareness & Professionalism
- Respect & Inclusion
- Adaptability
- Knowledge & Thinking Skills
- Communication
Additional Information
Dalhousie University supports a healthy and balanced lifestyle. Our total compensation package includes a defined benefit pension plan, health and dental plans, a health spending account, an employee and family assistance program and a tuition assistance program.
Application Consideration
Bargaining unit employees (NSGEU local 77) are given priority consideration and will be notified on the status of their application following assessment. All other applications will be considered when there is no qualified candidate from the bargaining unit.

We sincerely appreciate all applications and note that only candidates selected for an interview will be contacted directly by the hiring department or Human Resources.
Diversity Statement
Dalhousie University commits to achieving inclusive excellence through continually championing equity, diversity, inclusion, and accessibility. The university encourages applications from Indigenous Peoples of Turtle Island (especially Mi’kmaq), persons of Black/African descent (especially African Nova Scotians), and members of other racialized groups, persons with disabilities, women, persons identifying as members of 2SLGBTQIA+ communities, and all candidates who would contribute to the diversity of our community. In accordance with our Employment Equity Policy, preference will be given in hiring processes to candidates who self-identify as members of one or more of the equity-deserving groups listed above. For more information, including details related to our Employment Equity Policy and Plan and definitions of equity-deserving groups please visit www.dal.ca/hiringfordiversity
Posting Detail Information

Number of Vacancies One (1)
Open Date 07/09/2024
Close Date 07/16/2024
Open Until Filled No
Special Instructions to Applicant
Quick Link for Direct Access to Posting

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed to Apply

Required Documents
  1. Résumé / Curriculum Vitae (CV)
Optional Documents
  1. Cover Letter