Education Associate

Education Associate

Department: Medical Residents
Program: Medical Affairs
Status: Regular Full Time
Days - 8 Hour Shifts (Subject to Change)
Location: Lakeridge Health Oshawa
Wage Schedule: $29.610 - $40.280 per hour
Vacancy: 2600002989

Lakeridge Health is more than a hospital. It is a health network that includes five hospitals, a long-term care home, a community-based surgical centre, and more than 30 community sites across the Durham Region. Guided by our vision of One System. Best Health. and supported by a dedicated team of nearly 9,000 staff, physicians, and volunteers, Lakeridge Health is a place where the best people want to start, grow, and finish their careers in health care. We are focused on fostering an environment that’s inclusive, compassionate, innovative, and joyful. This is Lakeridge Health!

JOB SUMMARY:

The Education Associate works collaboratively with the appropriate individuals (Learners, Preceptors, Education Leads, Leadership, etc.) to co-ordinate and support Learner placements across Lakeridge Health (LH) and ensure the efficient and effective operation of the Education portfolio.

The Education Associate is responsible for the administration of a comprehensive range of education processes that ensure and support due diligence around integration, liability, accountability, risk management and evaluation.

The Education Associate works cooperatively with LH Team Members and academic agencies to coordinate, manage, develop, and improve education opportunities, prioritizing on an ongoing basis to meet strict deadlines.

The role is the operational liaison with internal & external contacts (Learners, Preceptors, Education Leads, Academic Partners, Agencies, etc.) regarding the education program and related issues.

DUTIES AND RESPONSIBILITIES:

Facilitation of Placements
" Collaborate with academic partners to receive, review, and assess placement requests against available capacity.
" Match requests with Preceptors and support balanced, equitable scheduling across programs and sites.
" Develop and maintain schedules (as applicable).
" Upload and verify confirmed placements in the hospital's electronic onboarding system (e.g., NirvSystem), ensuring prerequisites are completed before start dates.
" Follow up with Learners regarding outstanding requirements, expired documentation, or failed verification.
" Respond to inquiries from Learners, faculty, and academic partners regarding placement processes, requirements, and updates.
" Alert the Manager when departmental or system changes affect capacity or require adjustments.
" Support change management initiatives related to Learner integration (communications, IT/badge access, infrastructure, collaborative partner engagement).

Communication and Liaison
" Maintain effective communication with Preceptors, leaders, Medical Affairs, People Services, Occupational Health, IT, IPAC, Finance, and other hospital departments.
" Serve as liaison between academic institutions and hospital departments to ensure smooth information flow and resolve issues.
" Build and sustain relationships with academic partners, Learners, clinical leaders, and external partners (e.g., recruitment task forces, clinics).
" Work with the Manager to identify and prioritize Learners in high-demand specialties that may support recruitment strategies.

Documentation and Record Keeping
" Validate and reconcile Preceptor assignments and Learner placements.
" Coordinate with academic partners on payment of Preceptor stipends and reconciliation of Learner records.

Orientation and Training
" Support standardized orientation sessions across all sites.
" Ensure Learners are informed of hospital policies, systems (e.g., OASIS), and required onboarding materials.
" Maintain and update orientation resources and onboarding content.
" Support exam coordination and invigilation when required.

Problem Resolution and Learner Support
" Ensure Learners know how to report concerns and collaborate with leadership to resolve issues.
" Promote Learner wellness and connect Learners with appropriate supports.
" Escalate concerns from Learners or Preceptors to the Manager as appropriate.

Quality Improvement
" Monitor capacity, placements, and scheduling data to anticipate pressure points.
" Collaborate with academic partners and internal committees to adjust scheduling and support innovative learning models.
" Gather and review feedback from Learners and Preceptors to identify opportunities for program improvement.

Regulatory Compliance
" Ensure adherence to relevant standards, policies, and regulations (e.g., PARO, CPSO requirements, hospital policies).
" Coordinate with academic partners to support academic appointments and affiliations.

Data Analysis and Reporting
" Prepare summary reports for committees and leadership on Learner activity and capacity.
" Track and submit required metrics (e.g., Medical Trainee Days) to the Ministry of Health.
" Process financial transactions related to Learner programs, including Preceptor and administrative payments.

Professional Development
" Stay current with best practices, regulatory updates, and innovations in education.
" Engage in ongoing professional development to enhance skills in Learner support, program coordination, and academic administration.

QUALIFICATIONS:
" Office Administration Diploma or equivalent combination of education and experience.
" Experience in an administrative support and/or coordinator role, ideally in a healthcare or academic setting.
" High degree of proficiency in all MS Office programs (Excel, PowerPoint and Word).
" Excellent communication and interpersonal skills to interact effectively with all Team Members within the organization as well as external parties.
" Strong organization, prioritization and time management skills to effectively to meet deadlines.
" Ability to multitask and work in an environment with frequent interruptions to effectively manage numerous requests from multiple sources.
" Proven ability to take initiative and exercise good judgement
" Must possess initiative, high integrity and be highly detailed and results oriented.
" Ability to travel to all Lakeridge Health sites.

At Lakeridge Health, we value inclusion and diversity. We are committed to fostering a culture that is respectful, inclusive, and accessible. We are committed to employing a workforce that is representative of the diverse community we provide services to and welcome applications from all qualified applicants from all backgrounds.

Accommodation will be provided in all parts of the recruitment and assessment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require any accommodation at any point during the application and hiring process, please contact [email protected] .

Unless specifically stated, all job postings at Lakeridge Health are to fill existing vacancies within our organization. Lakeridge Health may use artificial intelligence (AI) tools as part of the recruitment and screening process. A member of our Talent Acquisition team is actively engaged in the Recruitment and Selection process to ensure a fair and thorough assessment of applicants.

Lakeridge Health thanks all those who apply, however, only candidates considered for an interview will be contacted.

CONDITIONS OF EMPLOYMENT:

The terms and conditions of employment are in accordance with Lakeridge Health's policies and procedures.

Lakeridge Health thanks all applicants, however, only those selected for an interview will be contacted.

Successful External applicants must provide a satisfactory Criminal Investigation Reference for the vulnerable sector, dated within the past six (6) months.

Lakeridge Health is committed to providing a safe and healthy work environment for all team members and patients. New Lakeridge Health team members will be required to complete a Pre-employment Health Assessment as a condition of employment.