Education Assistant

Company DescriptionOne of Canada's Best Diversity Employers and Greater Toronto's Top Employers for many consecutive years, William Osler Health System (Osler) provides a safe and supportive health care network to grow your career. Osler is nationally recognized for its commitment to patient safety and is Accredited with Exemplary Standing, the highest rating a Canadian hospital can receive. As a major Ontario hospital system, and home to some of the biggest specialty and emergency departments in the country, Osler serves the 1.3 million residents of Brampton, Etobicoke and surrounding communities. We are proud to offer you incredible exposure to best-in-class health care delivery and challenging hands-on opportunities to stay at the top of your game.A hospital system built for and by the community, we continue to expand our services to meet the needs of a growing population, creating opportunities for increased hands-on skills development, cross-department training and promotional opportunities. Guided by our accomplished senior leadership team, together we are driving our vision of patient-inspired health care without boundaries.At Osler, we invest in careers that go beyond where health care professionals like you can achieve their goals and find deep personal and professional fulfillment. Join our team today!Job DescriptionThe 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.AccountabilitiesAssist with registering medical learners and making sure all paperwork and requirements are completed correctlyRespond to learner questions about placements, access, schedules, and registration needsCreate 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 departmentsHelp organize and run orientation sessions for medical learnersKeep accurate records of learner information, attendance, absences, and placementsUse a Learner Management System (eg. NirvSystem) to track and manage learner registration requirements, access to hospital systems, ID badges, and deposit itemsHelp schedule educational events like rounds, workshops, and faculty development sessionsOrganize and support simulation-based activities, including booking rooms, managing equipment, and assisting facultyCommunicate placement details and scheduling updates with hospital departments and clinical teamsAssist in collecting and entering teaching and learner data for funding and reporting purposesHelp track teaching hours, preceptor availability, and payments for clinical teachersProvide administrative support to the Medical Education Office and work with other team members to plan and run education programsAttend education-related meetings and take notes or assist as neededSupport communication with learners, physicians, and hospital departments by preparing emails, notices, or basic reportsUse discretion and good judgment when handling confidential or sensitive informationTravel between Osler sites (Brampton Civic Hospital, Peel Memorial Centre, and Etobicoke General Hospital) may occasionally be requiredPerform other duties as needed to support the smooth operation of the Medical Education OfficeQualificationsSuccessful completion of a two-year post-secondary program (e.g., Office Administration – Medical or equivalent)At least 1–2 years of related experience, ideally in a healthcare, academic, or student support settingExperience working with physicians and/or medical learners is an assetFamiliarity with the Canadian medical education system and medical terminology is helpfulStrong organizational and time management skills, with the ability to manage multiple priorities and meet deadlinesExperience creating medical learner call and shift schedules is an assetExcellent interpersonal and communication skills (oral and written), with the ability to build positive working relationships with internal teams and academic partnersHigh level of accuracy and attention to detailDemonstrated initiative and ability to work independently while contributing effectively in a team environmentAdvanced computer skills, including Microsoft Office (Word, Excel, Outlook, PowerPoint), Microsoft Teams, and Adobe AcrobatExperience using learner management systems such as NirvSystem is an asset Ability to exercise discretion, diplomacy, and sound judgment when handling confidential informationWillingness and ability to travel between Osler sites (Brampton Civic Hospital, Peel Memorial Centre, and Etobicoke General Hospital) as requiredMust demonstrate Osler’s values of Respect, Excellence, Service, Compassion, Innovation, and CollaborationAdditional InformationHours: Currently days (subject to change in accordance with operational requirements)Onsite First: Roles that frequently support direct patient care and have dedicated hours when they are available to patients, team members and/or other partnersAnnual SalaryMinimum: $54,795Maximum: $68,484Application deadline: November 7, 2025Osler values inclusivity and diversity in the workplace. We welcome and encourage applicants from diverse backgrounds. We are committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act. If you require an accommodation at any stage of the recruitment process, please notify Human Resources at human.resources@williamoslerhs.ca.While we thank all applicants, only those selected for an interview will be contacted. Any information obtained during the course of recruitment will be used for employment recruitment purposes only, and not for any other purpose.