Residency Program Administrator

1 week ago

Ottawa, Ontario, Canada The Ottawa Hospital University of Ottawa Department of Radiology Full time

Job Title
Residency Program Administrator

Reports to

  • Residency Program Director
  • Chair, Department Radiology, Radiation Oncology and Medical Physics, University of Ottawa
- *Please submit a copy of your resume and a cover letter outlining applicable skillset and experience*_

Job purpose
The Program Administrator provides administrative support to the Program Director (PD) and trainees, to ensure success in the Diagnostic Radiology residency and
Neuroradiology fellowship programs.

The PA role is integral in ensuring the timely registration of trainees, accurate maintenance of files, administration of schedules, and assessments/evaluations.

PAs assist in organizing committee meetings and documentation thereof. PAs also support the trainee selection/recruitment process, the accreditation process, and scheduling of teaching activities.

PAs act as a first point of contact to trainees in providing general support, leading them to the appropriate services required.


Duties and responsibilities related to Academic Administration and Coordination

  • Trainee Match Process: _
  • Assists in administrative aspects of the selection process of new trainees

Manages the residency match process:
Updates CaRMS web site (or otherresidency matching tools) and filesCoordinates interviewsCoordinates scoring and selection processCompletes data entry into appropriate databases

  • Update AFMC CanPREPP portal / website Registration:
  • Coordinates hospital privileges for all new trainees
  • Ensures compliance requirements are met on time, in collaboration with PGME
  • Office and Clinical Placement Office:

VSSImmunizationCMPACPSOOnline modulesMaintenance of trainee files:

  • Organizes and verifies all vacation, conference, and other leave requests (MAT,PAT, LOA) / leaves
  • Coordinates information retrieval for training verification requests.

Reporting:

  • MTD

Scheduling:

  • Creates and communicates:


Rotation schedules - assist in managing and communicating changeCall schedules - assist in managing and communicating changesElective rotation schedules o off-service rotation schedulesCoordinates resident training schedules (developing, updating, resolvingconflicts with rotation over-booking).


  • Manages, implements and develops educational projects and programs, such as;

Academic LecturesSimulation WorkshopsLectures and LabsRoundsElectivesCanMEDs roles/activitiesTrainee Wellness:

  • Provides first point of contact for a resident in minor or major distress or difficulty and as such the PA must:
Act with discretion, tact and diplomacyProvide some immediate guidance and direction to traineesKnow the limitations of their own abilities and refers the resident to theappropriate contacts and supportsNotify the Program Director (as appropriate) of concerns about a trainee_Internal and External Liaison_

  • Acts as a central point of reference for general academic inquiries pertaining to postgraduate medical education related to the Department/Division
  • Liaison for Academic Education with governing bodies and affiliated organizations, lead contact for communication with the following organizations/affiliations:

Postgraduate Medical Education, University of OttawaPartner hospitals: TOH, CHEO, Montfort, Royal Ottawa, Bruyère, and theiraffiliatesOther University of Ottawa Departments (Undergraduate MedicalEducation, Animal Care and Veterinary Services, Anatomy Laboratories,Continuing Professional Development, Office of Professional Affairs,Affairs Francophones, Wellness Program, Simulation Centre)Royal College of Physicians and Surgeons of Canada or College ofFamily Physicians of CanadaSpecialty specific organizationsCanadian Residency Matching Service (CaRMS)Canadian Medical Protective Agency (CMPA)College of Physicians and Surgeons of Ontario (CPSO)Touchstone InstituteOther Postgraduate Medical Education Programs (Canadian and U.S.A.)

Liaison with IndustryPulse 360_Team Facilitation and Event Organization_

  • Organizes and attends Residency/Fellowship Training Committee Meetings and Competency Committees
Provides administrative support to committee membersPlans, organizes and coordinates agenda and materialsRecords minutes and disseminates information to membersPrepares accreditation material and reports

  • Coordinates the planning and implementation of the following:
Academic Day LecturesResearch CurriculumMentorship ProgramAnnual Resident Education RetreatAnnual Fellow RetreatAnnual Award CeremonyOSCE ExaminationsReview CourseSimulation SessionsAnatomy Lab SessionsWorkshopsSpecialty Specific ExaminationsJournal ClubOther Specialty Specific Education Activities

  • Liaises with other programs/sites/departments for web conferencing and video conferencing of academic activities
  • Ensures availability and operational condition of all computer equipment and audiovisual/videoconferencing equipment for medical education_Assessments / Evaluations_
  • Coordinates and disseminates reports as required
  • Organizes the trainee evaluation meeting

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