Specialty Discipline Site Assistant

Specialty Discipline Site Assistant (Lakeridge Health Oshawa Site)

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Job Summary

Reporting to the Manager, Distributed Medical Education, and under the direction of the Regional Director of Clinical Education, the Speciality Disciplines Site Assistant is responsible for the planning and administrative duties relevant to the operation of Specialty Clinical Teaching Units at the Bowmanville/Oshawa-Lakeridge Site and the planning and administrative duties relevant to the operation of the Comprehensive Clerkship Program in Bowmanville and Oshawa. This position is located at the LHEARN Centre, Oshawa, Ontario. The incumbent will possess strong interpersonal and communication skills in their daily interaction with internal and external contacts. Administrative support (scheduling, faxing, photocopying, committee agenda and minutes etc.) will be provided for the Queen’s-Lakeridge Regional Education Leader. Other duties will include: preparation of correspondence, Queen’s Undergraduate and Postgraduate specialty learner rotation scheduling and account administration, Comprehensive Clerkship Program scheduling, communication with clerks and preceptors, supporting the delivery of core educational programs and special projects as needed in support of Regional Education activities, compilation, processing and disseminating information within the program, and to the other sites, coordinating and scheduling of videoconferencing sessions as required. The incumbent will liaise directly with Queen’s Regional Education Office, Faculty Development Office, Postgraduate Office, Undergraduate Office and Specialty Programs.

**Job Description**:

**KEY RESPONSIBILITIES**:

- Perform administrative duties, including initiating or preparing correspondence, word processing and document formatting, scheduling, coordination of special events, meetings and conferences, screening calls and visitors, inventory monitoring, record keeping, preparing minutes, and administering special procedures within the Program such as the development and maintenance of resident rotations, evaluations and call schedules.
- Build and maintain relationships with clerks and preceptors and facilitate prompt reimbursement for teaching.
- Assist with initial and renewal of faculty appointments.
- Assist with faculty promotion processes.
- Draft documents relating to internal reviews, accreditation or special projects as required.
- Respond to inquiries and act as resource person and primary contact for Specialty Clinical Teaching Units at the Bowmanville/Oshawa-Lakeridge Site and liaise with the relevant Queen’s Faculty of Health Sciences, School of Medicine departments in Kingston. Research or synthesize answers to questions and solve administrative problems within guidelines. Refer complex problems to senior staff when necessary. Compile, process and distribute information to students, faculty, administrative personnel, committees and subcommittees. Design, implement and manage a filing system and ensure information is accurate and current. Provide access to data and disseminate information through the production of publications and report writing.
- Liaise with clinical leads at Lakeridge Health (Oshawa), Bowmanville and Queen’s to ensure adequate clinic and learning objectives are met for clerks enrolled in the Comprehensive Clerkship Program.
- Act as the face of Queen’s Medical Education at the Oshawa Site.
- Disseminate information/material from UGME to clerks and preceptors in a timely manner.
- Prepare and provides Queen’s School of Medicine Regional Education Office and Rural Ontario Medical Program (ROMP) quarterly reports on the breakdown of funding for family medicine and specialty preceptors, and teaching sessions.
- Liaise with funding partners to confirm preceptor payments.
- Rotation/Horizontal Schedule: Build and maintain individual schedules for clerks on Google Calendar, liaising with clerks and community, specialty, and family medicine preceptors.
- Track clerk’s holidays, professional days, and sick days, reconciling them with time allotted. Report back to the School of Medicine when clerks take more than the time allotted.
- Responsible for the organization, administration and monitoring of the National Board of Medical Examiners (NBME) exams that take place in Oshawa, ensuring adherence to NBME rules and regulations for exam administration.
- Act as site contact for physicians at Lakeridge Health and Bowmanville for troubleshooting with issues arising from the Undergraduate and Postgradua