Site Program Coordinator (Kingston and the Thousand Islands)

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 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.

Come work with us!

Job Summary

The Family Medicine Residency Program at Queens University is an innovative and customizable two-year residency program fully accredited by the College of Family Physicians of Canada. The curriculum follows the CFPCs Triple-C Curriculum model (Comprehensive Care Continuity of Care and education and Learning Centered in Family Medicine). Within a rapidly changing context and with a decade of experience of Competency Based Medical Education Queens Family Medicine has a proven track record as a leader in medical education. This award-winning program is offered at four different training sites: Kingston and the 1000 Islands Belleville-Quinte Peterborough-Kawartha and Queens-Bowmanville-Oshawa-Lakeridge. The curriculum is delivered in customized ways at each of our locations with a shared result of educating competent and capable physicians with the skills to practice Family Medicine anywhere in the world. Reporting to the Education Manager and under the direction of the Queens-Kingston and the Thousand Island (KTI) Site Director and the Associate Director of Education the Site Program Coordinator is responsible for the planning and administrative duties relevant to the operation of the Family Medicine Residency Program at the Kingston and the Thousand Island Site. This position is located in Kingston Ontario. Examples of duties include but are not limited to resident rotation scheduling academic day planning and running communication with residents and preceptors and account administration. This position is responsible for supporting the delivery of core educational programs and special projects as needed in support of the Department of Family Medicine. The incumbent will compile process and disseminate information both within the site and to the other sites and will possess strong interpersonal and communication skills in their daily interaction with internal and external contacts. The Site Program Coordinator will be responsible for the coordination and scheduling of video- and teleconferencing sessions as required. The incumbent will also provide as needed support to the Central Program. The ability to work independently and as a member of a team are both requirements for this position.

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

Job Description

KEY RESPONSIBILITIES:
Administrative:
Provide academic support to the site director; organize academic days resident/preceptor
schedules and evaluations/assessments.
Build and maintain relationships with residents preceptors and preceptor administrators and
facilitate prompt reimbursement for teaching.
Build and maintain relationships with program staff.
Maintain regular and timely communication with residents and preceptors.
Act as the face of Queens Family Medicine at the KTI Site. Act as support for site committees
including venue booking catering and organization of agendas material minutes and dissemination thereof.
Perform administrative duties including initiating or preparing correspondence coordination of special events meetings and conferences screening calls and visitors monitoring and ordering office supplies record keeping preparing minutes and administering special procedures within the KTI site such as the development and maintenance of resident rotations and budget reporting.
Ensure information is accurate accessible and current.
Support the residency candidate interviewing and matching process for the KTI site.

Preceptors:
Build and maintain a database of community preceptors and their office support staff. Liaise
with Faculty Coordinator and Finance staff to process adjunct appointments ensure payment
information is correct.
Liaise regional Health services in the area to ensure staff appointments and credentialling of
residents is prepared and maintained.
Coordinate meetings with Specialty Lead Preceptors and site committee members.
Submit expenses and payments for preceptors.

Assessment:
Set-up and program rotation schedules using Queens Education platforms.
Maintain the evaluation process and manage workflow on Elentra sending out bulk and individual evaluations to preceptors according to program rotation schedule.

Special Projects:
Draft documents relating to internal reviews accreditation or other special projects as
required.

Other:
Provide assistance to the DFM in support of the overall Family Medicine Residency Program.
Travel as required for program meetings and special events.

Communication:
Compile process and distribute information to residents faculty administrative personnel
committees and subcommittees.
Provide access to data and disseminate information through the production of publications and report writing.
Respond to inquiries from various stakeholders (current and potential residents and preceptors Departmental colleagues and supervisors) on a timely basis.
Act as resource person and contact for the Family Medicine Residency Program at the KTI Site. Research or synthesize answers to questions and solve administrative problems within guidelines. Refer complex problems to senior DFM staff when necessary.
Promote and market the KTI Site program to potential residents by setting-up and staffing a booth and attending local provincial and national meetings conferences or other special events.

Finance:
Prepare and submit reports and documentation for preceptors to Queens Finance and funding partners (ROMP ERMEP NOSM QREN); track and maintain records and reports from funding partners; provide the Queens School of Medicines Regional Education office quarterly reports on breakdown of funding for specialty preceptors and teaching sessions.
Coordinate contact and confirmation of electives and Rural Rotations. Prepare documentation
for rotations; liaise with funding partners to confirm resident accommodations and travel
stipends and preceptor payments.
Submit and track expenses for travel and educational allowance purposes to DFM Finance.
Work to stay within site budget. Coordinate office supplies for site through Acquire system.
Provide assistance in the preparation and in the administration of budgets. Coordinate invoice
and payment process for community preceptors. Coordinate reimbursements for Site costs and
expenses according to Departmental policies.

Scheduling:
Rotation Schedules: Build and maintain individual schedules for residents. Liaise with residents and community specialty and family medicine preceptors.
Manage and maintain resident holidays professional days and sick days; manage academic
days and travel times. Provide assistance with residents coming from other sites.
Academic Days: Create and manage academic day schedule including booking coordination and confirmation of speakers and residents regarding academic sessions. Prepare and disseminate session information materials to residents prior to session; coordinate evaluations for sessions; coordinate meeting rooms (including set-up of room) presentation equipment and catering when required. Submit and manage payments for academic teaching. Set up send and summarize teaching evaluations and ensure data from the evaluations are entered into databases appropriately.
Event Coordination: Plan and coordinate Site-specific events. Prepare invitations book meeting space coordinate catering awards printed materials presentation equipment including orientation month graduation SOOS etc. This also includes set up and tear down of events (moving boxes chairs tables and catering).

Information Management:
Schedule and organize videoconferencing sessions originating from the Department and
coordinate these with community teaching sites; support will be provided to presenters before
during and after the sessions with respect to the use of equipment.
Coordinate the implementation of enhancements of new technologies.
Provide support for residents and preceptors for educational technology.

Other:
Other duties as assigned in support the Department of Family Medicine Residency Program.
Assist in the maintenance of the KTI section of the website by ensuring information is accurate and up to date on the website.

REQUIRED QUALIFICATIONS:
Two-year post-secondary program in business administration or other relevant field.
Two to five years relevant experience in an office/service environment.
Knowledge of university structure and financial/computing systems considered an asset.
Experience in a medical office setting will be considered an asset.
Knowledge of local community and knowledge of local medical community is an asset.
Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
Promotes diversity and inclusion in the workplace.
Exposure and familiarity with videoconferencing and teleconferencing equipment will be
considered an asset.
Strong attention to detail and organizational skills
Ability to work with minimal supervision and as part of a team.
Proficiency with the following software applications: Microsoft Office Suite including Word
Excel Outlook PowerPoint MS Teams OneDrive Outlook and SharePoint. Experience working
with database and accounting software preferred. Ability to learn new software packages as
required.
Interpersonal and communication skills both oral and written to interact with a wide variety of people in many different contexts. Information must be clearly and accurately relayed.
Analytical and problem-solving skills to help resolve administrative problems and to maximize
proficiency.
Organization and time-management skills to coordinate the work of others as well as oneself.
Ability to focus in spite of many different duties and frequent interruptions.
Experience with project planning would be considered an asset.
Ability to adhere to strict confidentiality.
Availability to work irregular hours including weeknights and weekends.

DECISION MAKING:
Decide when new information calls for further action such as distribution or verification. If
appropriate choose report format and decide who should receive it.
Make recommendations regarding office administration procedures; suggest and help implement changes.
Set priorities and determine which projects require the most attention.
Consult on decisions regarding budget preparation and account administration.
Determine when to refer problems or sensitive issues to the Site Director or Education
Manager.
Determine videoconferencing schedule based on Departmental need. Determine maintenance
of equipment needs and arrange for service.
Provide information to students staff and others regarding teaching and scheduling. Determine how to resolve issues and whether questions should be redirected to others.
Application of university and hospital procedures as they affect faculty staff and residents.
Make recommendations toward the implementation and enhancements of new technology.

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 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 .