Program Manager

Program Manager

About Queen's University

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We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.

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Job Summary

Reporting to the Internal Medicine Residency Program Director and managed by the Head of the Department of Medicine and Associate Program Directors, the Program Manager works as a leader of the team responsible for the operation of the Internal Medicine Residency Program (IMRP) within the Department of Medicine (DOM). The Program Manager is accountable for the effective management, administration, planning and coordination of the overall operation of the IMRP. The incumbent will work in tandem with the Program Director in the development and implementation of short-term and long-term strategic and operational planning. The Program Manager ensures 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). This includes the management of complex administrative duties in support of the IMRP in the DOM. The incumbent supervises a team of administrative support staff and oversees the IMRP’s communications and information management. The incumbent will carry out defined projects and special initiatives. Tasks include the day-to-day management of the residency program, strategic planning for education initiatives, liaising with education technology partners, providing teaching and feedback to our administrative team and managing finances, including preparation of financial reports.

Job DescriptionKEY RESPONSIBILITIES:

• Manage a complex training program for over seventy (70) Internal Medicine Residents and organize the learning plans/rotations with six (6) hospital sites.
• Develop a strategic plan, in partnership with the senior leadership of the IMRP, that will elucidate the mission, vision, goals and strategic priorities of the program.
• Manage and assist in the implementation of the strategic goals and educational agenda. Monitor and report on its progress to senior departmental leadership.
• Foster and develop collaborative partnerships with internal and external stakeholders.
• Operate as lead communicator/administrator within the DOM for all training programs.
• Manage and prepare the master rotation schedule, including visiting residents and other schedules as needed, ensuring that rotations are covered at all times.
• Problem solve challenges with the introduction of changes and innovations within the Residency Program. Provide recommendations to the Program Director.
• Supervise the distribution and collection of assessment data for trainees in the program. This involves partnering with the educational technology group.
• Ensure compliance with standards, rules and regulations of the RCPSC, as they pertain to evaluations and all other program requirements.
• Responsible for the document preparation and general coordination of the RCPSC regular external and internal reviews.
• Supervise, plan and execute program events and meetings.
• Provide management support for the Program Directors.
• Supervise the implementation and management of Resident Files and Portfolios.
• Manage the files for any medical resident involved in Remediation/Probation or Disciplinary action.
• Manage the monthly Residency Program Committee (RPC) meetings.
• Perform administrative correspondence, both written and oral.
• Consult with and advise senior leadership on the development, implementation and approval of internal policies, procedures and guidelines.
• Collect, prepare and analyze statistics regarding various aspects of the Residency Program.
• Responsible for the development of Teaching Evaluation Reports for Faculty.
• Manage the organization and scheduling of exams, academic half day, medical teaching rounds, conferences and other educational activities.
• Develop communications strategy, including key messages, website maintenance, presentations, and promotional materials.
• Collect award nominations and determine award recipients.
• Act as a liaison and department contact to Medical Residents.
• Supervise the coordination of medical resident electives at external institutions.
• Advise, assist, and provide guidance for the recruitment and selection of Internal Medicine Residents.
• Undertake any other duties as required by the Department and the Program.

Team Leadership and Financial/ Accounting Duties:

• Plan, prioritize and manage the work of employees, providing strategic and tactical advice, guidance and coaching.
• Manage performance by establishing performance standards and conducting formal performance reviews.
• Schedule and approve employees’ hours of work, overtime, vacation and other leaves of absence.
• Assess staff training and development needs.
• Provide coaching and feedback on work quality issues.
• Lead employees by promoting a professional, supportive and inclusive work environment.
• Support the Program Director in the planning, development and management of a sustainable funding model for the program.
• Oversee account management and processing of all financial transactions for the IMRP account.
• Review financial policies, internal controls and systems.
• Collect and analyze financial statistics.
• Prepare and maintain balance sheets, and quarterly financial reports.
• Participate in the development of the training budget for Medical Residents.

REQUIRED QUALIFICATIONS:

• University degree in a related field of study (e.g. Business Administration).
• Progressively responsible management experience, including supervision of administrative staff, financial management, planning, and project responsibilities.
• Several years related experience in an academic and/or medical environment.
• Knowledge of University policies, procedures and regulations pertaining to postgraduate medical programs.
• Proven leadership ability.
• Experience preparing financial reports and budgets.
• Knowledge of collective agreements and working in a unionized environment, is an asset.
• Intermediate level experience with Microsoft Office.

SPECIAL SKILLS:

• Promote equity, diversity and inclusion within the workplace.
• Strong organization skills to coordinate and direct the work of the training program.
• Effective analytical and practical problem solving skills.
• Builds constructive working relationships characterized by a high level of acceptance, cooperation, and mutual respect.
• Promotes collaboration and commitment within a team to achieve goals.
• Sound judgement, tact, and discretion in dealing with confidential material.
• High degree of initiative and ability to work both independently and as part of a team.

DECISION MAKING:

• Provide recommendations to the Program Director regarding staffing strategies.
• Determine when to advise the Program Director of any situation that might impact negatively on the training program.
• Determine how to communicate with academic clinical teachers and residents to meet deadlines.
• Use personal judgment and discretion to shape duties on a day‐to‐day basis.
• Evaluate employee performance and determine appropriate training or coaching.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at hradmin@queensu.ca.

Skills

• Attention To Detail
• Collaboration
• Communications
• Time Management

Reference

397055

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