Program Manager

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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.

**KEY 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, which includes, but is not limited to Last Call Ball, Annual Resident Research Day, Objective Structured Clinical Examinations, Annual Resident Retreat, Holiday Dinner, Welcome BBQ, CaRMS interviews and Visa Sponsored Trainee Interviews.
- Provide management support for the Program Directors, which includes attending various committees (including preparing necessary documentation, recording and distributing minutes, participate in meeting discussion, as required) maintain a concise “bring forward” file to proactively anticipate upcoming timelines throughout the year. Attend meetings on behalf of the Program Director, as required.
- Supervise the implementation and management of Resident Files and Portfolios.
- Manage the files for any medical resident involved in Remediation/Probation or Disciplinary action. Risk-manage sensitive issues and provide recommendations to the Program Director.
- Manage the monthly Residency Program Committee (RPC) meetings. Keep minutes and prepare agendas for all issues related to resident affairs and educational function of the Program.
- Perform administrative correspondence, both written and oral with regard to inquires, from applicants, residents and faculty to provide information, advice or clarification.
- Consult with and advise senior leadership on the development, implementation and approval of internal policies, procedures and guidelines, as well as, identify and accommodate exceptions to policy, to optimize efficiency and consistency within the program.
- Collect, prepare and analyze statistics regarding various aspects of the Residency Program and prov