Program Administrator
2 weeks ago
Please refer to the
job aid for instructions on how to apply.
Position Summary:
Reporting to the Postgraduate Program Manager, and in close collaboration with the Program Directors, the incumbent has responsibility for administration activities related to program promotion, admissions process, and support for residents, clinical sites, and enhanced skills programs. Additionally, this role has a focus on resident assessment and the One45 system.
Primary Responsibilities:
- Collaborate with the Program Director, Program Manager and Communications Officer to establish promotional goals for the Family Medicine Post graduate program.
- With the Communications Officer, develop a communications plan including events, promotional videos and other promotional products.
- Plans promotional activities and engage other team members to help run these activities.
- Collect feedback from program users and/or participants. Review results and make recommendations for future years’ promotional activities.
- Keep thorough records to facilitate organizing similar events in the future.
- Represent McGill and the Department of Family Medicine at recruiting events provincially and nationally.
- Administer the Family Medicine residency admissions process from end to end.
- Participate throughout the 4 days of interviews, provide program information, answer questions and problem solve as issues arising.
- Support the Assistant Program Director responsible for resident-assessment to develop initiatives to ensure assessment processes are aligned across the teaching sites and meet accreditation standards. Implement assessment initiatives by:
- Liaising with pertinent resources in the Faculty.
- Pulling reports on assessment related data and highlight anomalies or areas of concern for the PD.
- Ensuring assessment tools are updated as needed.
- Preparing reports as needed.
- Oversee the continuous assessment activities of in-program residents.
- Provide assessment-related advice and respond to inquiries from team members, residents, site administrators, and PGME Site Directors.
- Assist academic team leads in managing FLEX plans and resident appeals.This includes helping residents and clinical supervisors to prepare for the appeal hearings, gathering sensitive/confidential information, providing guidance on policy, etc.
- As the primary contact for the One45 system within the Family Medicine residency program,
- Provide training and support materials as needed to users including external administrative users and doctors.
- Identify ongoing Family Medicine specific One45 systems training needs for Site Administrators and advocate for solutions.
- Communicate with the PGME One45 team to resolve any issues that may arise.
- Generate reports for Program Directors to review and provide initial analysis.
- Supervise the Administrative and Student Affairs Coordinators responsible for providing guidance, training, and support to and non-McGill Ensure they have up-to-date information, understand their roles and tools and are able to support their site’s residents and Program Site Directors. Contribute to their recruitment, training, mentoring. Address any raised concerns at the first level and escalate them as required.
- Resolve resident and site director inquiries escalated by the Administrative and Student Affairs Coordinators. Perform research into policies and other program materials and liaise as needed to ensure responses are timely, accurate and complete.
- Maintain resident database systems and dossiers: Participate in establishing and communicating norms for residency-related information and document retention for Academic and Admin users in the Department of Family Medicine to ensure reliability of access and ease of use as per accreditation requirements.
- Maintain resident training dates: program start and end dates and promotion dates, approved leaves and flex plans according to policy. Provide quality assurance to ensure dates are accurate, documentation supporting leaves is in order and complies with policy.Report to PGME office for external reporting required for credentialling and licensing.
- Plan and actively participate in meetings and initiatives of the Education Committee and the Competency Committee. Responsible for scheduling, prepare agendas, minutes, provide substantive updates, information on policies, budget updates, etc., and follow up on action items.
- Plan and oversee events for residents, such as Tannenbaum Research Day, Graduation, and Orientation.
- Act as part of the departmental team and assist other Family Medicine programs to meet set deadlines as needed.
Other Qualifying Skills and/or Abilities
- Proven ability to manage multiple priorities simultaneously, to effectively plan and delegate tasks and work in a group setting.
- Excellent inter-personal skills.
- Connaissance du français et de l'anglais. L'Université McGill est une université de langue anglaise où les tâches quotidiennes peuve
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