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Site Program Coordinator

4 months ago

Kingston, Canada Queen's University Full time

**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**

The Family Medicine Residency Program at Queen's University is an innovative and customizable two-year residency program fully accredited by the College of Family Physicians of Canada. The curriculum follows the CFPC’s “Triple-C” Curriculum model (Comprehensive Care, Continuity of Care and education, and Learning Centered in Family Medicine). Within a rapidly changing context, and with a decade of experience of Competency Based Medical Education, Queen’s Family Medicine has a proven track record as a leader in medical education. This award-winning program is offered at four different training sites: Kingston and the 1000 Islands, Belleville-Quinte, Peterborough-Kawartha, and Queen's-Bowmanville-Oshawa-Lakeridge. The curriculum is delivered in customized ways at each of our locations with a shared result of educating competent and capable physicians with the skills to practice Family Medicine anywhere in the world.

Reporting to the Education Manager and under the direction of the Queen’s-Kingston and the Thousand Island (KTI) Site Director, and the Associate Director of Education, the Site Program Coordinator is responsible for the planning and administrative duties relevant to the operation of the Family Medicine Residency Program at the Kingston and the Thousand Island Site. This position is located in Kingston, Ontario. Examples of duties include but are not limited to resident rotation scheduling, academic day planning and running, communication with residents and preceptors, and account administration. This position is responsible for supporting the delivery of core educational programs and special projects as needed in support of the Department of Family Medicine. The incumbent will compile, process, and disseminate information both within the site and to the other sites, and will possess strong interpersonal and communication skills in their daily interaction with internal and external contacts. The Site Program Coordinator will be responsible for the coordination and scheduling of video
- and teleconferencing sessions as required. The incumbent will also provide, as needed, support to the Central Program. The ability to work independently and as a member of a team are both requirements for this position.
- Note: This position will require occasional travel and require the incumbent to occasionally work flexible hours, including evenings and weekends._

**KEY RESPONSIBILITIES**:

- Administrative:_
- Provide academic support to the site director; organize academic days, resident/preceptor schedules, and evaluations/assessments.
- Build and maintain relationships with residents, preceptors, and preceptor administrators and facilitate prompt reimbursement for teaching.
- Build and maintain relationships with program staff.
- Maintain regular and timely communication with residents and preceptors.
- Act as the face of Queen’s Family Medicine at the KTI Site. Act as support for site committees including venue booking, catering, and organization of agendas, material, minutes, and dissemination thereof.
- Perform administrative duties, including initiating or preparing correspondence, coordination of special events, meetings and conferences, screening calls and visitors, monitoring and ordering office supplies, record keeping, preparing minutes, and administering special procedures within the KTI site such as the development and maintenance of resident rotations and budget reporting.
- Ensure information is accurate, accessible, and current.
- Preceptors:_
- Build and maintain a database of community preceptors and their office support staff. Liaise with Faculty Coordinator and Finance staff to process adjunct appointments ensure payment information is correct.
- Liaise regional Health services in the area to ensure staff appointments and credentialling of residents is prepared and maintained.
- Coordinate meetings with Specialty Lead Preceptors and site committee members.
- Submit expenses and payments for preceptors.
- Assessment:_
- Set-up and program rotation schedules using Queen’s Education platforms.
- Maintain the evaluation process and manage workflow on Elentra, sending out bulk and individual evaluations to preceptors according to program rotation schedule.
- Special Projects:_
- Draft documents relating to internal reviews, accreditation, or other special projects, as required.
- Other:_
- Provide assistance to the DFM in support of the overall Family Medicine Residency Program.
- Travel as required for program meetings and spe