Program 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

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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 Program Director the Program Assistant is responsible for coordinating the daytoday operations of the General Internal Medicine Residency Training Program (GIMRTP). The Program Assistant 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).

Job Description

KEY RESPONSIBILITIES:
Act as the first point of contact for the GIMRTP: including screening email phone calls and visitors acting as a resource person to faculty staff students and others on numerous matters of process policy and direction. Initiate and/or prepare appropriate business correspondence reports and ecommunications.
Coordinate the residency training program including:
oArrange meetings type agendas and minutes;
oProcess financial transactions such as cheque requisitions reconciling accounts preparing deposits and monitoring expenditures;
oMaintain the resident evaluation files program materials and documents; both on paper and on the electronic management system (Elentra);
oProcess GIM trainee applications and schedule interviews organize activities (e.g. tours) arrange catering and collate and upload final candidate rankings with members of the division as part of the annual CARMS GIM interview process with members of the division;
oOrganize the GIM academic curriculum including academic halfday journal club noon/case rounds or weekly casebased learning (CBL) and the annual GIM Mock Objective Structured Clinical Examination (OSCE) exam etc.;
oOrganize the PGY4 summer orientation schedule and activities;
oCoordinate outoftown rotations and electives for residents in the GIMRTP as well as elective opportunities for visiting residents;
oAssist with creating rotation schedules for the residents and/or fellows;
oMonitor and document GIM resident vacation and work absences;
oLiaise with internal eg. other PAs Competency Based Medical Education (CBME) educational consultants Postgraduate Medical Education (PGME) office) and external (eg. RCPSC) and various stakeholders as necessary.
Perform daytoday administrative tasks including but not limited to filing photocopying distribution of information mail delivery and pickup room and equipment bookings supply and key inventory (orders and management) and coordinate catering orders.
Prepare ad hoc reports and perform background research as needed.
Assist with administrative aspect of research programs undertaken by the GIMRTP.
Supervise the distribution of all faculty assessments rotations evaluations and CBME assessments to the appropriate individuals on a timely basis and ensure the evaluations are completed. Ensure compliance with standards rules and regulations of the RCPSC as they pertain to evaluations program requirements etc.
Assist the Program Director in document preparation and general coordination of the RCPSC regular External and Internal Reviews including ongoing maintenance of the accreditation management system (CanAMS).
Coordinate plan and execute program events and meetings which includes but is not limited to academic activities CaRMS interviews and social gatherings.
Supervise and manage resident files and portfolios. Coordinate 6monthly resident meetings with the Program Director as well as quarterly meetings with Academic Advisors.
Manage the files related to a modified learning plan remediation and/or probation for any learning in the program.
Manage administrative functions at quarterly Residency Program Committee (RPC) and Competence Committee (CC) meetings. Keep minutes and prepare agendas for all issues related to resident affairs and educational function of the program.
Identify and accommodate exceptions to policy developing and submitting policy revisions for approval as necessary.
Monitor and maintain the online learning management system Elentra.
Participate in all learning activities for program assistants per the direction of the Postgraduate Medical Education (PGME) Office.
Provide administrative support to residents who are on rotation at the GIM residents clinic
Assist the Program Director and perform other duties as needed.

REQUIRED QUALIFICATIONS:
Twoyear postsecondary program with previous relevant experience in an administrative position.
Knowledge of university structure and familiarity with teaching hospitals would be an asset.
Knowledge of Royal College Training Programs and accreditation requirements would be an asset.
Involvement with the current training residents would be considered an asset.
Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
Respects diversity and actively promotes inclusion in the workplace.
Effective analytical and practical problem solving skills to help resolve administrative and service issues and make appropriate recommendations to resolve.
Customer service orientation.
High degree of initiative and ability to work both independently and as part of a team in a large department which is closely integrated with the Southeastern Ontario Health Sciences Centre.
Attention to detail organizational skills ability to prioritize work and meet deadlines with frequent interruptions.
Computer skills including use of variety of software packages (particularly word processing and spreadsheet applications webbased technology).
Ability to learn new software as necessary and thrive in a dynamic work environment.
Excellent interpersonal and communication skills (verbal and written) to interact with a wide variety of people in many contexts including an ability to deal diplomatically with faculty staff and students. Ability to convey information in a clear and concise manner.
Communicate with tact diplomacy and adherence to strict confidentiality.
Knowledge of bookkeeping and accounting practices.

DECISION MAKING:
Responds to general inquiries search out information or redirect to appropriate individuals when necessary.
Set priorities with conflicting deadlines decides how to deal with new information at hand exercises appropriate judgement to escalate to the Program Director with appropriate recommendations for solution.
Decides on content in correspondence.
Provides information to students staff and other who require suggestions.
Scheduling decisions for medical presentations of the program in association with division members. This may include rescheduling issues room booking equipment booking etc.
Makes recommendations regarding office administration procedures; suggest and help implement changes.

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 .