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Program and Events Coordinator

3 months ago

Kingston, Canada Queen's University Full time

Program and Events 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

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.

Reporting to the Manager of Education, Department of Family Medicine, and liaising with the Postgraduate Program Director, the Program and Event Coordinator is responsible for leading the residency recruitment process, coordinating events and retreats for residents, providing general administrative support to each of our four sites, as well as coordinating all aspects of the accommodations process for residents.
Note: This position will require occasional travel and require the incumbent to occasionally work flexible hours, including evenings and weekends._

**Job Description**:

**KEY RESPONSIBILITIES**:
**Support for Distributed Sites**:

- Serve as a central point of contact for the distributed sites, providing professional guidance to team members and faculty members ensuring the use of best practices and following accreditation and ethical standards in program planning.
- Work with the Site Coordinators to ensure all processes are documented and receive ongoing training in the operation of each of the sites.
- Provide coverage for Site Coordinators during absences

**Program & Event Support**
- Assist in the coordination of the Postgraduate Education Committee (PGEC) including: coordinating and scheduling meetings, compiling data, reports and preparing correspondence, along with providing general administrative support to maximize the efficiency and effectiveness of the unit,
- Special projects as directed by the Manager of Education or Program Director
- Coordinate the first and second iterations of the CaRMS (Canadian Residency Matching Service) recruitment process for Postgraduate Education. Duties include organizing applicant file reviews, CaRMS event organization, applicant interview set-up and administration, scheduling faculty interviewers and interviewees and post interview follow-up communication.
- Provide expertise to the planning and coordination of the recruitment process for International Medical Graduates (IMG) through the CaRMS matching service, attendance at the annual information day, and organization of the file review and interview process.
- Plan and coordinate the resident events, such as the graduation celebration.
- Plan and coordinate resident retreats including Temagami wilderness session and Camp Oconto academic experience. Create agendas, safety plans, food and beverage, venue arrangements etc.
- Assist in overseeing event budgets, timelines and other aspects of events. This includes ensuring that events are delivered on time, within budget and with a high degree of guest satisfaction.
- Provide back-up support for Academic Day activities.

**Accommodations**:

- Responsible for arranging the set-up of accommodations for residents including travel to site, locating available accommodation, negotiating lease and rental agreements, purchasing/renting furnishings, appliances and other household items.
- Ability to perform physical activity in support of the duties, which may include light lifting and transportation of household items.
- Arrange for amenities such as telephone, cable, internet, and utilities for each accommodation.
- Serve as first point of contact for issues or concerns related to accommodations or amenities. Act as liaison with the superintendent, owner or property management company of the accommodation and are responsible for resolving related issues, working in conjunction with regional administrators.
- Arrange for resident access to accommodation and parking.
- Organize regular on-site inspections of accommodations. Identify need for refurbishment, cleaning, repair, etc. and make appropriate arrangements.
- Undertake other duties as assigned in support of the department.

**REQUIRED QUALIFICATIONS**:

- Four-year post-secondary program or university degree in Ed