Job Education Assistant, Brampton

Job Description

The Medical Education team at William Osler Health System is seeking an organized and detail-oriented 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
• 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 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
• Help schedule educational events like rounds, workshops, and faculty development sessions
• Organize and support simulation-based 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 education-related 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