Program Coordinator

Position Number (Final) : 00507965
Employee Group: Support Staff
Job Category: Administrative
Department or Area: Anesthesiology & Periop Med
Location: Kingston, Ontario, Canada (On-site)
Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in-person University activities. These requirements were suspended May 1, 2022. However, they remain in effect for students, staff, and faculty in workplaces, including hospitals, where patient care is provided and/or where the work duties or educational requirements of the position involve or support patient care.
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Job Summary
Reporting to the Head of the Department, the Postgraduate Program Coordinator will work as a member of the team responsible for the day-to-day operation and administration of the Postgraduate Medical Education program in the Department of Anesthesiology and Perioperative Medicine. The incumbent will ensure that all objectives of the program are met and that the program functions within the structure outlined by the accreditation standards of the Royal College of Physicians and Surgeons of Canada (RCPSC). This includes the completion of complex administrative duties in support of the Postgraduate Training Programs in the Department Anesthesiology and Perioperative Medicine. The incumbent will also respond to regular requests and inquiries from Postgraduate Program Director, resident and off-service residents and other administrative duties as assigned.
Job Description
KEY RESPONSIBILITIES:
• Coordinate and oversee the administration of the Residency Training Programs for Anesthesiology and Perioperative Medicine.
• Act as lead administrator within the Department of Anesthesiology and Perioperative Medicine for all training programs that send residents for rotations in Anesthesiology.
• Prepare and oversee the master resident rotation schedule and other schedules as needed, ensuring that rotations are covered at all times.
• Compile and coordinate the distribution of all mid and end of rotation evaluations to individuals on a timely basis and ensure the evaluations are completed.
• Ensure compliance with standards, rules and regulations of the RCPSC as they pertain to evaluations, program requirements etc.
• Assist the Program Director in document preparation and general coordination of the RCPSC regular external and internal reviews.
• Assist in coordinating, planning and executing program events which include but not limited to resident orientation, resident retreats, and Canadian Resident Matching Service (CaRMS) interviews.
• Oversee resident files and portfolios. Coordinate annual and biannual resident meetings with Program Directors. This includes maintaining the files for any resident involved in remediation/probation or disciplinary action.
• Schedule and attend regular Resident Program Committee and Competence Committee meetings. Provide administrative support for the Program Directors, prepare agendas, take minutes, participate in meeting discussion as required, facilitate, collect, analyze, and synthesize the evaluation and assessment data of the Postgraduate Program including Competency Based Medical Education (CBME). Provide necessary verification and interpretation of the data for Faculty review.
• Compile Teaching Evaluation reports for Faculty and reports of their Academic Half Day Teaching events annually. Compile annual Teaching Evaluation reports for each of the rotations in the training program.
• Coordinate and oversee the organization and scheduling of exams, Academic Half Day, rounds, conferences and other educational activities of the Postgraduate programs. Ensure evaluations of these events are completed and processed timely and accurately.
• Collect award nominations and determine annual award recipients. Prepare and distribute awards and associated monetary funds.
• Support designated residents assigned to either Program Journal Club by responding to questions and concerns.
• Act as a liaison and department contact to residents, to keep the Program Director advised and aware of important matters. Provide one-on-one personal support to residents, directing them to appropriate university resources as necessary.
• Assist in the coordination of resident electives at external institutions and direct elective and observation inquiries from external institutions to the appropriate divisions.
• Oversee the function of compiling fellowship trainee applications (national and international), circulating to staff, coordinating hospital credentialing and administering the Pre-Entry Assessment Program (PEAP) if applicable.
• Assist and provide guidance to Faculty particularly as it pertains to the recruitment and selection of Anesthesiology and Perioperative Medicine trainees. Ensure application files are complete and organize them for circulation. Manage all aspects of both CaRMS recruitment matches including development and ongoing maintenance of a database to provide a final rank list of applicants.
• Act as delegate for the Hospital Chief Resident. Review and confirm to Hospital Human Resources the call stipend submissions for residents and off-service residents rotating in Anesthesiology and Perioperative Medicine.
• Participate in the development of the annual training budget for postgraduate medical education; manage and oversee the training budget and monitor targets and submissions.
• Review submissions from residents for travel support to ensure accuracy and compliance to departmental and university policy. Submit in the Expense Reimbursement System on the student’s behalf.
• Department liaison for CBME in Elentra. To include the orientation and on-going support to faculty and residents on the use of the Elentra system.
• Back up support for ensuring an up-to-date Anesthesiology on-call schedule. Provide administrative support to the Family Practice Anesthesia program, as required.
• Undertake additional duties as required, in support of the program and department.
REQUIRED QUALIFICATIONS:
• Three year post-secondary program in a related field of study (e.g. Business Administration).
• A minimum of three to five years related experience in an academic and/or medical environment.
• Knowledge of University policies, procedures and regulations pertaining to the postgraduate medical programs.
• Possess a significant interest in Competency Based Medical Education and a strong willingness to learn.
• Consideration may be given to an equivalent combination of education and experience.
SPECIAL SKILLS:
• Effective analytical and practical problem solving skills to help troubleshoot and resolve administrative and service issues.
• Service oriented perspective.
• High degree of initiative and ability to work both independently and as part of a team in a large and very busy department.
• Attention to detail, organizational skills, ability to prioritize work and meet deadlines with very frequent interruptions and conflicting demands.
• Computer skills including use of a variety of software packages (particularly word processing and spreadsheet applications, web‐based technology).
• Ability to learn new software as necessary, and thrive in a dynamic work environment.
• Excellent interpersonal and communication skills (verbal and written) to interact with a diverse variety of people in many contexts, including an ability to deal diplomatically with faculty, staff and students. Ability to convey information in a clear and concise manner.
• Communicate with tact, diplomacy, and adherence to strict confidentiality.
• Ability to travel to one National Conference annually.
• Ability to occasionally work outside normal working hours.
DECISION MAKING:
• Determine how to communicate with academic clinical teachers and residents in an acute care hospital environment to provide evaluations, feedback and examinations in order to meet inflexible deadlines.
• Determine and verify accuracy of statistical data within the Programs.
• Determine most effective way of processing a wide variety of requests, problems and concerns, initiating follow-‐up action if necessary
• Determine how, when and to whom information should be distributed.
• Make daily operation decisions and resolve administrative problems within guidelines. Answer queries and produce and distribute information material. Refer more complex problems to more senior staff.
• Administrative correspondence, both written and oral with regard to inquiries, applicants, residents and faculty in providing information, advice or clarification. Employment Equity and Accessibility Statement
The 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 .
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