Assessment and Evaluation 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.

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

The Department of Family Medicine (DFM) is responsible for the organization and delivery of family medicine training of both undergraduate and postgraduate Queen's learners. It is a major contributor to the undergraduate and postgraduate training program in the School of Medicine. Postgraduate training at Queen's Family Medicine consists of a two-year core program modelled after the College of Family Physicians of Canada (CFPC) "Triple-C" Curriculum model (Comprehensive Care, Continuity of Care, and Learning Centred in Family Medicine). Within a rapidly changing context, and with a decade of experience of Competency Based Medical Education (CBME), DFM has a proven track record as a leader in medical education.

Under the supervision of the Assessment and Evaluation Coordinator, the Evaluation and Assessment Assistant is responsible for carrying out the resident evaluation and assessment process. This role includes supporting the development of statistical and qualitative reports and audits. The Assistant will organize and take minutes for committee meetings, track follow-up on action items, and maintain strict confidentiality. They will also compile, process, and share program-related information, while demonstrating strong interpersonal and communication skills in interactions with both internal and external stakeholders.

This position will require occasional travel and require the incumbent to occasionally work flexible hours, including evenings and weekends.

Job Description

KEY RESPONSIBILITIES:

• Under the supervision of the Assessment and Evaluation Coordinator works to implement procedural changes and disseminate training across the department.
• Assist in building, updating, and managing the assessment workflow to ensure timely and accurate distribution of assessments and evaluations to designated internal and external contacts (e.g., regular rotation schedules, horizontals, etc.)
• Coordinate and maintain the evaluation and assessment processes.
• Routinely update the Evaluation Workflow to ensure that evaluations are sent out to appropriate contact(s) based on the required schedule.
• Ensure a timely review and dissemination of ln-Training Assessment Reports (ITAR) submitted by preceptors for each resident.
• Ensure scheduling accuracy across all four clinical sites, Enhanced Skills programs, and the Queens Lakeridge Medical Doctor Family Medicine program (MDFM)
• Assist with onboarding, planning and implementation the Pre-Residency Program (PRP) and Assessment Verification Period (AVP) for incoming International Medical Graduates (IMG)
• Coordinate and maintain assessment processes for AVP Assessments, review completion, and communicate with the Post Graduate Medical Education (PGME) office.
• Maintain databases to ensure information is accurate and current.
• Administer the four site competency committees (SCC). Set agendas, schedule meetings, and ensure the appropriate deadlines are met, while keeping records strictly confidential.
• Send appropriate internal contacts reminders for Academic Advisor (AA) meetings, outstanding tasks, etc.
• Support the creation of training guides and tips for residents, faculties, and administrators of the program.
• Respond to inquiries from residents, staff, and faculty, proactively informing senior staff of potential complex challenges/problems.
• Perform other duties as required to support all learning sites.

REQUIRED QUALIFICATIONS:

• Two-year post-secondary program in related field is required
• Bachelor's Degree in a related field would be considered an asset
• Several years (minimum 3 years) of relevant experience working in a related environment is required
• Ability to use Microsoft Office products proficiently is required.
• Experience in the development, implementation, assessment, and evaluation of outcomes-based education and / or Competency Based Medical Education (CBME) would be considered an asset
• Knowledge of University and Postgraduate structure policies are considered an asset.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

• Highly developed organizational skills
• Excellent communication and interpersonal skills are crucial
• Strong attention to detail and high level of accuracy.
• Strong analytical and problem-solving skills to assist in finding most efficient solutions.
• Proficiency with office software packages and computer skills
• Ability to learn new software packages as required.
• Ability to adhere to strict confidentiality.
• Ability to focus despite frequent interruptions, which may require constant reprioritization of tasks and duties.
• Diplomacy and sensitivity to the needs and challenges of medical residents
• Ability to take initiative and exercise sound judgement.
• Ability to evaluate the possibilities and limitations of educational technologies.
• Ability to work independently and in a team-based environment.

DECISION MAKING:

• Prioritize time and duties to ensure that work is completed on time.
• Make decisions within guidelines and determine when to refer problems or sensitive issues to leadership
• Determine the relevance of data required for reporting.
• Identify if data is missing and determine if further action is required.
• Determine and/or make recommendations on report structure and layout.
• Decide when new information calls for further action, such as distribution or verification.
• Decide how to triage incoming calls/emails and ensure to escalate
• Decide on when to communicate relevant procedural enhancement recommendations to the assessment and evaluation coordinator.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.

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