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Academic Program Coordinator

7 months ago

Kingston, Canada Queen's University Full time

Academic Program Coordinator

About Queen's University

Queen’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.

Come work with us

Job Summary

Reporting to the Department Manager, the Academic Program Coordinator is responsible for the day-to-day coordination of the academic educational activities in the Department of Psychiatry. This includes assisting the Program Directors of the residency training programs in the Department of Psychiatry, to ensure that all objectives of the programs are met and that the programs function within the structure outlined by the accreditation standards of the Royal College of Physicians and Surgeons of Canada (RCPSC).

The incumbent is also responsible for the administration and operation of postgraduate, undergraduate and continuing medical education activities within the department. These tasks include the completion of complex administrative duties in support of the department, specific projects, and/or senior administrators.

The Academic Program Coordinator also provides administrative support to the Program Directors for the post-graduate programs, as well as the Undergraduate Program Director.

**Job Description**:

**KEY RESPONSIBILITIES**:

- Coordinate activities and resources in support of the postgraduate and undergraduate programs
- Create and maintain master rotation and teaching schedules, ensuring that all objectives of the programs are met, and the programs function within the structure outlined by accreditation standards
- Keep all educational program materials up to date, make revisions as required and ensure these are distributed in an appropriate fashion
- Prepare orientation for psychiatry residents, senior medical students, visiting electives (both undergraduate and postgraduate) and residents from other programs and departments
- Liaise extensively with and act as a resource for students, residents, program directors, divisional and department head, postgraduate medical education (PGME), Queen’s Medical School, Continuing Professional Development, Regional Education, and the Faculty of Health Sciences offices
- Prepare and delegate resident and staff evaluations via the Elentra Assessment and Evaluation system
- Prepare and assist with the pre-survey questionnaire (PSQ) - a key source of information for surveyors from the RCPSC, in order to conduct regular and internal reviews that determine residency program accreditation
- Coordinate, plan and execute Royal College accreditation meetings with all faculty members
- Coordinate program events and meetings. Maintain a concise “bring forward” file of various
anticipated events and functions scheduled throughout the year
Gather, process and distribute information as appropriate, this includes gathering background
information for meetings, establishing a system for organizing meetings, recording and processing minutes, completing post-meeting correspondence, etc.
Ensure maintenance of resident’s office, computer equipment, confidential lock codes and general professional well-being of residents and students
- Report medical trainee data every quarter to support hospital funding
- Develop and execute various forms
- Coordinate, prepare and distribute information of rounds, conferences, exams, seminars, video conferences and all other educational activities. Set up and troubleshoot, if necessary, all audiovisual equipment
- Coordinate Grand Rounds including liaising with visiting speakers, industry representatives,
obtaining conflict of interest declarations, presentation title and learning objectives for

announcements, making reservations/accommodations, preparation of travel reimbursements.

Distribute evaluation requests and summaries
Coordinate, maintain scheduling, advertise and distribute materials for other teaching and/or CME schedules, including: Academic Half-days, Journal Club, Lecture series, Resident Rounds and other special ad hoc rounds
- Support the training program at monthly, quarterly and ad hoc meetings. Record and produce minutes from all meetings
- Coordinate mock examinations for senior residences, written examinations for all residents
- Schedule STACER exams for senior residents and coordinate with Examiners
- Manage leave requests for clinical clerks and send to UGME for their records
- Coordinate Term 4 pre-clerkship schedule (including lectures, small group learning, expanded
clinical skills)
Undertake additional duties or special projects as required in support of the department.

**REQUIRED QUALIFICATIONS**:

- Three-year post-secondary program in relevant field.
- Previous (3 to 5 years minimum) related experience working in an office