Program Assistant
2 days ago
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.
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Job Summary
Reporting to the Program Director, the Program Assistant is responsible for coordinating the day-to-day operations of the Respirology Training Program, ensuring 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).
**Job Description**:
**KEY RESPONSIBILITIES**:
- Participate in all learning activities for program assistants per the direction of the PGME office.
- Assist with the coordination of the residency training program, including:
- Arrange meetings, type agendas, and minutes.
- Process financial transactions such as cheque requisitions, reconciling accounts, preparing deposits and monitoring expenditures.
- Maintain the resident evaluation files, program materials and documents.
- Coordinate schedules for the divisional lecture, basic science and journal club for Respirology academic half day curriculum.
- Coordinate weekly learning events, summer Bootcamp events, dates, and times with clinical secretaries to ensure attending physicians are free of clinical duties to participate in this delegated activity.
- Coordinate out-of-town rotations and electives for residents in the program as well as elective opportunities for visiting residents.
- Ensure completion of mandatory faculty and rotation evaluations, as well as an annual resident program evaluation.
- Assist with creating schedules for the residents and/or fellows.
- Monitor and document Respirology resident vacation and work absences.
- Perform day-to-day administrative tasks including but not limited to filing, photocopying, distribution of information, mail delivery and pick-up, room and equipment bookings, supply and key inventory (orders and management), and coordinate catering orders.
- Prepare ad hoc reports and perform background research, as needed.
- Assist with administrative aspect of research programs undertaken by the Respirology training program.
- Supervise the distribution of all mid
- and end of rotation evaluations to the appropriate 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. for the training program.
- Assist the Program Director in document preparation and general coordination of the RCPSC regular External and Internal Reviews and with ongoing accreditation management through CanAMS.
- Coordinate, plan and execute program events and meetings, which includes but is not limited to Academic Half Day schedule, weekly conferences, CaRMS interviews and annual CanMEDS conference.
- Supervise and manage resident files and portfolios. Coordinate 3-monthly resident meetings with the Program Director, as well as quarterly meetings with Academic advisors.
- Monitor and maintain the files related to a modified learning plan, remediation, and/or probation for any learning in the program
- Assist with administrative functions at quarterly Residency Program Committee (RPC) meetings. Keep minutes and prepare agendas for all issues related to resident affairs and educational function of the program.
- Identify and accommodate exceptions to policy, developing and submitting policy revisions for approval, as necessary.
- Monitor and maintain the online learning management system, Elentra.
- Assist the Program Director and perform other duties, as needed.
**REQUIRED QUALIFICATIONS**:
- Two-year post-secondary program with previous relevant experience in an administrate position.
- Knowledge of university structure and familiarity with teaching hospitals is considered an asset.
- Knowledge of Royal College training programs and accreditation requirements is considered an asset.
- Involvement with the current training of residents is considered an asset.
- Consideration may be given to an equivalent combination of education and experience.
**SPECIAL SKILLS**:
- Respects diversity and promotes inclusion in the workplace.
- Excellent analytical and problem-solving skills to resolve administrative problems, assist with policy decisions and improve overall efficiency within the Respirology program and department.
- High degree of initiative and ability to work both independently and as part of a team in a large department which is closely integrated with the Kingston Health Sciences Centre.
- Ability to take initiative, to work with mínimal supervision, to make independent decisions and administer the p
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