Academic Program Coordinator - Jobs in Kingston, ON

Job Description

About Queen's UniversityQueen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.Come work with us!Job SummaryReporting to the Department Manager, the Academic Program Coordinator is responsible for administering, planning, and coordinating all aspects of undergraduate medical education in the Department of Surgery. The incumbent liaises closely with the Undergraduate Surgery Clerkship Course Director, the PeriOp 1 Course Director, and the Clinical Clerkship Year Director. The Academic Program Coordinator will be responsible for maintaining and updating the departmental website, and providing administrative support for the department and special projects, as needed.Job DescriptionKEY RESPONSIBILITIES:

• Serves as the Undergraduate Medical Education (UGME) Coordinator for the department by providing administrative support to the UGME Clinical Clerkship Year Director and working with the Surgery Clerkship Course Director, to coordinate all aspects of the program.
• Liaises with the Program Assistants in Department of Anesthesiology (as part of PeriOp 1) and Department of Emergency Medicine (as part of PeriOp 2), as well as with Program Assistants in regional (satellite) rotations (Oshawa, Collingwood).
• Builds and maintains relationships with medical students, program administrators and faculty members.
• Assists in coordinating, planning and executing program projects and events which include, but are not limited to Resident Research Day, Clerk Orientation, and evaluation meetings.
• Prepares and oversees the scheduling and logistics of core rotations, elective/selective placements, student clerkships and clinical rotations and other schedules as needed, ensuring that rotations are covered at all times.
• Manages and maintains all resident leave requests (vacation, conference, sick leave, maternity/parental leave) and approve or deny request in accordance with guidelines. Provides rationale to resident on denial of request and provide guidance and advice to residents on their entitlement.
• Manages multiple variables including PARO (Professional Association of Residents of Ontario) guidelines, resident availability and qualification requirements while liaising with Chief Residents, Program Directors and hospital staff to guarantee effective coverage and to ensure patient safety.
• Facilitates, collects, analyzes, and synthesizes the evaluation and assessment data of the Undergraduate Program. Provides necessary verification and interpretation of the data for Faculty review. Maintains evaluations and information within the Elentra databased and Gradebook in a timely fashion.
• Monitors achievement (logging) of MCC (Medical Council of Canada) learning objectives in compliance with standards laid out by the UGME office.
• Monitors student duty hours, acts as support for students experiencing challenges, collects, tracks, and responds to requests for learner personal days and leave, reschedules call shifts, rotations, and missed time as required.
• Assists with exam preparation, mark entry, preparation of course materials/course notes, etc., maintains a filing system to ensure efficiencies and effectiveness.
• Liaises with the Undergraduate and Postgraduate Medical Education (PGME) offices regularly to remain up to date on policies and procedures and obtain answers to questions from the undergraduate and fellowship programs of the department.
• Provides content for the departmental website, paying close attention to accuracy with frequent review, updates, and announcements.
• Assists the UGME office in recruiting surgical faculty for annual UG educational activities (i.e., Clinical Skills, Admissions, Facilitated Small Group Learning [FSGL]) with support and direction from the Manager, as well as the Department Head. Ensures that data informing SEAMO (Southeastern Academic Ontario Academic Medical Organization) accountability metrics for UGME activity for each department member are accurate and complete on an annual basis.
• Supports regular committee meetings by scheduling the meetings, preparing and circulating agendas and meeting materials, and taking and circulating minutes of meetings, as required.
• Maintains updated contact lists of students. Responds to routine enquiries and exercises good judgment in dealing with confidential and sensitive information. Prepares correspondence, assists in document production, updating and filing, and arranges meetings. Maintains a follow-up system to ensure deadlines are met.
• Receives requests for, and processes, applications for Student Observerships between surgical faculty and students, liaises with KHSC Medical Director’s Office for approvals.
• Acts as IT Admin rep for Queen’s account holders in Department of Surgery
• Undertakes additional duties as required, in support of the department.

REQUIRED QUALIFICATIONS:

• University degree or three year post-secondary program in business administration or relevant field.
• Previous (3 to 5 years minimum) relevant experience. Experience in medical education or within teaching hospitals is considered an asset.
• Knowledge of university structure, policies, and regulations pertaining to undergraduate medical education is considered an asset.
• Knowledge of Queen's Elentra and PeopleSoft systems is considered an asset.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

• Respect diversity and promote equity and inclusion in the workplace.
• Strong interpersonal skills, as well as excellent oral and written communication skills, to interact with a diverse variety of individuals in a professional manner and to provide clear and accurate information.
• High degree of initiative, as well as the ability to work both independently, and as part of a team. Ability to make independent decisions and determine priorities amid competing deadlines and frequent interruptions.
• Discretion, and adherence to strict confidentiality when handling sensitive matters and material.
• Demonstrated proficiency in medical terminology.
• Demonstrated proficiency in electronic mail, scheduling and presentation software.
• Comprehensive knowledge of Microsoft Windows environment; Microsoft Office (Word, Excel, Access, PowerPoint), experience in web-based technology, and familiarity and ability to maintain a website. Ability to learn new software as required.
• Diplomacy and sensitivity to the needs, cultural differences and challenges of medical residents.

DECISION MAKING:

• Prioritize work and time, and determine the most important task among several within inflexible time constraints.
• Decides how to best coordinate time and effort between various projects. Determines options or range of solutions to problems where no clear guidelines exist and completes work within necessary timelines.
• Make daily decisions and approvals in the absence of the Clerkship Course Directors, whose office hours are sporadic due to the nature of their clinical responsibilities.
• Determine priorities for own time to ensure that deadlines for tasks assigned from multiple supervisors are met.
• Determines appropriate responses to enquiries, and when to refer issues/concerns to supervisor.
• Decides on how to deal with new information at hand. Recognizes urgent requests and prioritize information that needs to be dealt with immediately.
• Determines appropriate responses to enquiries and/or referrals to colleagues.
• Updates information and make changes when needed to reflect curricular and evaluation procedures and updates.
• Makes decisions regarding the dissemination of various types of sensitive and/or confidential information. Determines when to refer issues to senior staff.
• Recommends and participates in implementation of revisions regarding office administration procedures.

Employment Equity and Accessibility StatementThe University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.The University provides support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at hradmin@queensu.ca.SkillsReference 207330