Faculty Support Assistant

Faculty Support Assistant

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 clinical portfolio within the Department of Family Medicine is a multidisciplinary team of health professionals who provide primary health care services to the Kingston community, who train future primary health care professionals and who conduct research in issues of primary health care delivery. The clinical team is comprised of a number of medical practices and provides for a diverse, client centred work environment for all employees.

Reporting to the Clinic Manager administratively and the Physician Lead clinically, the Faculty Support Assistant coordinates and maintains the Master schedule for faculty and faculty associate physicians (locums) for nine (9) clinic teams. The incumbent is responsible for communications with faculty physicians, faculty associates, and clinic staff regarding absences and coverage. The incumbent provides administrative support to clinic operations and program delivery in accordance with the policies and procedures of Queen’s Family Health Team.

**Job Description**:

**KEY RESPONSIBILITIES**:

- Coordinates the faculty associate scheduling in support of approximately 25 faculty physician clinic schedules, using several database and spreadsheet tools, including the scheduling software (MetricAid) and the patient care electronic medical record (EMR) software (OSCAR).
- Responsible for the identification of departmental faculty associate needs, scheduling in clinic areas, and tracking as required for both administrative and financial processes.
- Communicates with relevant faculty physicians and clinical team members regarding coverage, changes and expectations of faculty associate responsibilities.
- Assumes the lead role in using and onboarding physicians and administrative staff to the scheduling software (MetricAid).
- Maintains and updates the Master schedule for nine clinical teams, noting resident supervision, faculty associate coverage and blocking within the EMR.
- Collaborates with the Faculty Support Coordinator regarding upcoming faculty leaves, retirements, and other changes impacting clinic coverage.
- Identifies opportunities for workflow efficiencies related to faculty physician clinic scheduling.
- Works collaboratively within a multi-disciplinary team environment.
- Undertakes other duties and special projects as required in support of faculty and clinical programs.

**REQUIRED QUALIFICATIONS**:

- University degree or three-year post-secondary program in medical office administration, health information management or business administration combined with previous experience in a clinical/medical environment and/or office environment in an area of health sciences.
- Three-five years related experience in scheduling and administrative support within a clinical environment.
- Understanding of medical terminology.
- Consideration will be given to an equivalent combination of education and experience.

**SPECIAL SKILLS**:

- Strong organizational and self-management skills.
- Excellent interpersonal and communication skills (both verbal and written) to deal with a wide variety of individuals in a professional manner and to provide clear and accurate information.
- Ability to work within a team environment.
- Ability to problem-solve and generate solutions within a short time frame.
- Ability to prioritize, manage time effectively and be flexible in a fast-paced setting.
- Ability to work effectively with mínimal supervision.
- Ability to maintain composure in stressful situations.
- Maintains privacy, confidentiality and security of personal and patient information.

**DECISION MAKING**:

- Set work priorities and manage time; determine what requires the most attention.
- Schedule and deploy faculty associates to clinic areas, communicating their responsibilities for patient care and resident supervision.
- Assess the need for clinic coverage depending on number of residents, time of year, availability of faculty associates.
- Make recommendations in support of improved workflow and efficiencies.

Employment Equity and Accessibility Statement

**Skills**

**Reference**
- 277166