Academic Program Coordinator

COVID 19 On-Campus Requirements

Prior to May 1 2022 the University required all students faculty staff and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in-person University activities. These requirements were suspended May 1 2022. However they remain in effect for students staff and faculty in workplaces including hospitals where patient care is provided and/or where the work duties or educational requirements of the position involve or support patient care.

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.

Come work with us!

Job Summary

A Brief Overview

The Oncology Academic Program Coordinator provides administrative support for the day-to-day operations of the Oncology residency programs. Working under the direction of the Program Directors the Coordinator responds to the specific needs and inquiries of faculty residents and medical students related to recruitment and admissions rotation scheduling resident assessments and the evaluation of both faculty and rotations.

The Coordinator also supports a range of program-related activities offering administrative assistance to the Program Directors Residency Program Committees Competency Committees Academic Advisors and resident trainees as well as to medical students and off-service trainees rotating through the department.

Key responsibilities include but are not limited to: preparing correspondence and reports; organizing and scheduling resident rotations electives observerships meetings and departmental educational events (such as seminars visiting lecturers research day and celebrations); preparing agendas and taking minutes; maintaining records and resident files; tracking absences; and preparing and coordinating exams and their results.

The Coordinator manages resident and faculty assessments using Elentra and ensures data accuracy through tools such as the MTD tracker. They coordinate the CaRMS (Canadian Residency Matching Service) interview process oversee resident orientation and program reviews and liaise regularly with internal and external stakeholders including the PGME Office KHSC Medical Affairs the College of Physicians and Surgeons and PARO (Professional Association of Residents of Ontario).

Familiarity with Royal College accreditation standards and the PARO contract is essential. The incumbent may also be assigned to support other departmental education programs or initiatives as directed by the Department Head and/or Department Manager.

This position coordinates program logistics including intake ongoing communications and scheduling. This position acts as an advisor to students including applications admissions enrollment course selections transfers accommodations course materials exam issues and eligibility to graduate. This position provides administrative support to the department including meeting coordination agendas minutes updating records and mail distribution. This position also acts as the first point of contact and administers and records scholarships bursaries and awards and performs accounting and bookkeeping activities including accounts payable expenses awards records and reports.

Job Description

What you will do

• Coordinates program logistics including intake fee collection ongoing communications monitoring attendance and scheduling.


• Acts as an advisor to students including applications admissions enrollment course selections transfers accommodations course materials exam issues and eligibility to graduate.


• Acts as the first point of contact and administers and records scholarships bursaries and awards.


• Provides administrative support to the department including scheduling coordinating meetings room and equipment booking agendas minutes updating records mail distribution office supply inventory and transcription review.


• Coordinates events including school fairs orientations information sessions webinars seminars training days lectures debates conferences award presentations parties social functions and fundraising activities.


• Coordinates communications including announcements routine correspondence website updates and promotional materials.


• Collects records and enters grades.


• Generates statistical data for enrolment purposes.


• Updates and maintains course websites.


• Coordinates domestic and international travel for staff.
• Coordinates distribution of exam material for undergraduate exams.


• Arranges and tracks guest-speaker gifts.


• Tracks training for faculty staff researchers post-doctoral fellows and graduate students.


• Other duties as required in the support of the department and/or unit.

• Three-year Community College Diploma or Three-Year Bachelor Degree or equivalent.

• More than 2 years and up to and including 3 years of experience.
• Experience with providing administrative support considered an asset (e.g. document editing proofing formatting and production data entry scheduling/coordinating meetings and/or travel arrangements receiving/relaying messages etc.).


• Experience working at a post-secondary education institution considered an asset.


• Experience in client and/or customer experience functions considered an asset.

• Knowledge and insight of practical methods techniques and work processes that is typically acquired through a combination of technical training and/or substantial work experience.
• Provide information to others that requires technical or administrative explanation or interpretation.


• Attempts to resolve a difficult or challenging interpersonal situation or overcome resistance to gain cooperation.


• Adapt messages to meet the needs of the intended audience.
• Manage own work and may train and review the work of casual employees work study students and/or volunteers to see commitments through to completion.


• Participate in project team meetings and is involved in developing individual and team project plans.
• Identify new problems and seeks information and input to fully understand the cause.


• Identify opportunities to improve the effectiveness and efficiency of work processes.


• Break down concrete issues into parts and synthesizes information succinctly.
• Respect diversity and promotes inclusion in the workplace.


• Awareness of relevant legislation including Employment Equity Human Rights legislation Treaties sexual violence legislation and the Accessibility for Ontarians with Disabilities Act and its regulations.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queens 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 at .