About the College

The Royal Australasian College of Medical Administrators (RACMA) is a specialist medical college with the objective of influencing health systems management and educating medical practitioners in the specialty of medical administration. The College has Fellows throughout Australia, New Zealand, Hong Kong, and other overseas posts.

Please Note:

• RACMA is a flexible workplace offering a hybrid working model for all staff members.
• The role is based in Melbourne, Victoria which requires working in the office twice a week.
• This role is 0.6 FTE fixed-term to 20 December 2024

About the Role

The primary purpose of this role is to support delivery of RACMA’s Education programs for delivery across Australia and Aotearoa New Zealand including the Specialist Training Program funded program for First Nations Doctors. The position will contribute to the delivery of Education programs to ensure maximum efficiencies of available resources. The role will provide support to College Members and External Facilitators involved in the delivery of Education Programs. The role will also be responsible for managing program logistics, including venue coordination, travel arrangements for facilitators and where approved, participants.

The role involves extensive engagement with internal and external stakeholders. The coordinator will maintain information and data and deliver high-level customer service and ensure processes and policies are followed.

Key Responsibilities

• Coordinate the day-to-day operations of Education Programs including applicant and participant enquiries, enrolment, invoicing, travel and accommodation arrangements, and venue coordination.
• Coordinate end-to-end event management and logistics, including registrations, confirmation of event details with venues, dietary requirements, preparing materials for workshop days e.g. sign in sheets, name badges.
• Coordinate Education Programs, ensuring efficiency, accuracy and compliance of Unit functions. Attend sessions when required.
• Monitor and report on Participant progress applying a high level of attention to detail and accuracy.
• Source venue options in collaboration with the Education Programs Manager for face to face sessions.
• Review venue contracts and prepare for authorisation by the designated RACMA Manager.
• Process invoices and expenses claims, checking against contracts, policies and approved budget.
• Engage, consult and collaborate with stakeholders including committees and staff for successful program outcomes.
• Escalate program concerns to the Manager, Education Programs as necessary.
• Other duties as required.

Selection Criteria

• Demonstrated relevant experience in an administrative role, preferably within an education or membership organisation.
• Excellent planning, organisational and time management skills with the ability to set priorities, manage tight or competing deadlines and adapt to meet changing demands.
• Excellent administrative skills incorporating attention to detail and accuracy, and the ability to collect and analyse relevant information in order to develop solution options.
• A high standard of written communication skills particularly regarding stakeholder communications and working with communication templates.
• Excellent interpersonal skills with the ability to act with diplomacy to develop and maintain productive and effective working relationships with stakeholders.
• Demonstrated ability to approach tasks with a quality improvement perspective.
• Strong initiative, adaptable and open to change with the ability to work effectively independently as well as part of a team. Ability to seek clarity and escalate issues when necessary.
• High level computer literacy, including Microsoft Office, Zoom meetings, member databases and learning management systems (e.g. Canvas).

Click "Apply Now" to submit your application. 

Direct all queries to - Ms Angela Chan, Executive Director, Education, Training and Development, [email protected] using the subject line: Coordinator - Education Programs enquiry via EthicalJobs.

Applicants must have the right to work in Australia.