Clinical Fellowship Assistant

COVID 19 OnCampus Requirements

Prior to May 1 2022 the University required all students faculty staff and visitors (including contractors) to declare their COVID19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in inperson University activities. These requirements were suspended effective May 1 2022 but the University may reinstate them at any point.

About Queens University

Queens 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

Reporting to the Department Manager and liaising closely with the Director of Postgraduate Surgical Education and Fellowship Supervisors the incumbent is responsible for office administrative duties for the operation of the Clinical Fellowships in all of the Surgery Subspecialties in the Department of Surgery. Examples of duties include assisting with academic activities providing administrative support to the recruitment process and associated administrative functions to the Fellowship program. The incumbent will compile process and disseminate information within the program and will possess strong interpersonal and communication skills in their daily interaction with internal and external contacts.

Job Description

KEY RESPONSIBILITIES:
Coordinate and oversee the administration of the Clinical Fellowships in the Department of Surgery.
Perform administrative duties including preparing correspondence word processing and document formatting scheduling and maintaining meetings record keeping and preparing minutes.
Respond to inquiries and act as a resource person and contact for the Fellowship programs. Research or synthesize answers to questions and solve administrative problems within guidelines. Refer complex problems to the Director of Postgraduate Surgical Education only when necessary.
Monitor achievements of objectives in compliance with standards outlined by Fellowship Supervisors and/or the Postgraduate Medical Education Office.
Compile process and distribute information to fellows faculty administrative personnel committees and subcommittees. Design implement and manage a digital filing system and ensure information is accurate and current.
Assist with educational department activities as required including but not limited to recruitment and orientation activities.
Assist with Committee work and special projects. Liaise with the appropriate administrative structures which may include University Departments other Universities and Faculties of Medicine. Respond to inquiries from fellows staff and the general public and redirect complex problems to the Director of Postgraduate Surgical Education.
Assist in the organization of fellowship trainee applications (national and international) circulation to faculty and coordination of interviews.
Assist in the preparation of offer letters for accepted fellows. Coordinate with Post Graduate Medical Education to ensure hospital credentialing the PreEntry Assessment Program (PEAP) if applicable and all other documentation. Ensure PEAP expectations are communicated in a formal and timely manner.
Ensure periodic assessments for sponsored fellows are submitted in a timely manner. Verify correct formatting and sufficiency of information.
Act as a liaison and department contact to fellows to keep the Director of Postgraduate Surgical Education advised and aware of important matters. Provide support to fellows directing them to appropriate university resources as necessary.
Support Fellowship supervisors in the coordination of various activities for current fellows.
Transition Fellowships to CompetencyBased Medicine Education (CBME) assessment system.
Assist in the preparation of regular Fellowship Committee meetings by scanning uploading and managing relevant documents in fellow files in Elentra.
Oversee fellow files and portfolios. This includes maintaining the files for any fellow involved in remediation/probation or disciplinary action.
Arrange travel as required. Review submissions from fellows for travel support to ensure accuracy and compliance to departmental and university policy. Submit in the Expense Reimbursement System on the fellows behalf.
Assist the Director of Postgraduate Surgical Education in document preparation and general coordination of the Royal College of Physicians and Surgeons of Canada regular External and Internal Reviews.
Undertake other duties as assigned in support of the department and the postgraduate surgical education office.

REQUIRED QUALIFICATIONS:
Two or threeyear postsecondary program in business administration or relevant field.
Minimum of three years of relevant experience.
Office administration skills including advanced computer skills especially word processing knowledge of database scheduling and spreadsheets.
Proficiency with the following software applications: Microsoft Office including Word Excel Outlook PowerPoint and Google Workspace.
Experience in an organizationally relevant environment and knowledge of the university structure will be considered an asset.
Knowledge of university and hospital structure procedures and administrative systems a definite asset.
Experience with project planning would be considered an asset.
An equivalent combination of education and experience may be considered.

SPECIAL SKILLS:
Respect diversity and promotes equity inclusion and accessibility in the workplace.
Ability to learn new software packages as required.
Interpersonal and communication skills both verbal and written to interact with a wide variety of people in many different contexts.
Service oriented perspective.
Analytical and problemsolving skills to help resolve administrative problems and to maximize efficiency.
Attention to detail organizational and timemanagement skills to coordinate the work of others as well as oneself. Ability to focus despite many different duties.
Ability to adhere to strict confidentiality.

DECISION MAKING:
Decide when new information calls for further action such as distribution or verification.
Make recommendations regarding office administration procedures; suggest and help implement changes.
Set priorities and determine which projects require the most attention.
Consult with the Department Manager on decisions regarding budget verification and account administration.
Application of university and hospital procedures as they affect faculty staff and fellows.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queens 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 .