Undergraduate Program Coordinator, Course Build & Tutor Recruitment, College of Medicine

University of Saskatchewan•Saskatoon, SK

5h•CA$53,091 - CA$82,954•Hybrid

About The Position

The College of Medicine’s Undergraduate Medical Education (UGME) program delivers a distributed medical education model across multiple campuses and communities. This role supports the coordination of core academic operations including course delivery, registration processes, and tutor recruitment to ensure a high-quality and consistent educational experience for MD learners across Saskatchewan. The Primary Purpose of this role is to coordinate course build, registration related processes, grade entry, and tutor recruitment activities for the Undergraduate Medical Education (UGME) program, ensuring accurate, efficient, and consistent delivery across all distributed campuses. This position operates in a fast-paced, highly collaborative academic environment requiring a high degree of organization, judgment, and attention to detail. The role involves coordinating complex processes across multiple systems and campuses, balancing competing deadlines, and working closely with faculty, staff, and distributed site stakeholders. The position manages urgent cancellations, is high volume, time sensitive, and may require attention outside regular hours; these prompt actions occur across multiple systems and teams. This reduces negative impacts on student learning. The incumbent exercises discretion in interpreting policies, resolving issues, and ensuring data accuracy. This role is located in Saskatoon.

Requirements

Bachelor’s degree in education, administration, health sciences, or a related field
Minimum 3–5 years of relevant experience in academic or administrative coordination
Experience with course scheduling, registration systems, or curriculum management tools
Strong organizational and time management skills with the ability to manage multiple priorities
Excellent interpersonal and communication skills with the ability to build relationships across diverse teams
High level of accuracy and attention to detail, particularly with data and systems
Problem-solving and analytical skills
Ability to interpret and apply policies and procedures
Proficiency in institutional systems and tools related to scheduling, registration, and curriculum management
Ability to work independently and collaboratively in a team environment

Nice To Haves

Equivalent combination of education and experience may be considered
Experience in recruitment, workforce planning, or process improvement is an asset
Familiarity with USask systems and software

Responsibilities

Coordinate and manage Teaching, Learning and Student Experience (TSLE) and university processes related to course build, student registration, and room scheduling for undergraduate courses and examinations across all campus sites
Ensure accuracy and integrity of course scheduling, and registration data within institutional systems
Liaise with administrative staff and distributed site teams to support timely course setup and delivery
At the time of admission, ensure student learning site is accurately reflected
Changing Year in Program for all students after successful promotion
Support registration and space curriculum requirements, including updates related to year-in-program adjustments
Ensure learners are registered in courses in timely manner
Monitor timelines and ensure compliance with institutional policies and deadlines
Enter grades for all MEDC courses
Develop, deliver, maintain, and continuously enhance tutor recruitment processes for Years 1–5
Collaborate with the undergraduate administrative team to determine tutor requirements and assess the available tutor pool
Implement recruitment strategies to ensure sufficient and qualified tutor coverage across all sites
Maintain and enhance tools for recruiting faculty for learning experiences in Pre-Clerkship
Build strong working relationships with distributed campuses to align recruitment and engagement efforts in conjunction with the Faculty and Learning Environment Director
Partner with the Skilled Academic Generalist Educator (SAGE) Director to develop and refine tutor recruitment strategies
Create, maintain, and deliver education on tutor recruitment policies, processes, and standards
Ensure consistency and alignment of recruitment practices across distributed sites
Develop tools, guidelines, and documentation to support standardized processes
Provide guidance and support to administrative staff involved in recruitment and scheduling
Inform support staff of tutoring assignments to maintain accuracy in the curriculum management system
Ensure alignment between tutor assignments, course delivery, and system data
Support reporting and data quality initiatives related to course and tutor allocation