QBOL Expansion 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 effective May 1 2022 but the University may reinstate them at any point.

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Job Summary

Reporting to the Manager of Education and working under the day-to-day direction of the Senior Project Advisor QBOL (Queens Bowmanville Oshawa Lakeridge) Expansion the QBOL Expansion Coordinator provides essential operational support to advance the growth of the Queens Family Medicine Residency Program. The role supports the QBOL Expansion Leads through short- and long-term project planning coordination of administrative activities development and organization of resident rotation experiences and management of reimbursement processes for external partners.

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

Job Description

KEY RESPONSIBILITIES:
Participate in and support the Co-Leads with the QBOL (Queens Bowmanville Oshawa Lakeridge) project planning and improvement initiatives to support the growth of QBOL Expansion.
Participate in planning editing and production of a broad range of documents in support of the expansion initiatives.
Assist in report and meeting preparation related to academic deliverables of the QBOL expansion.
Support exploration evaluation and implementation of IT solutions and tools that enable scheduling and related operations.
Provide administrative support for QBOL Expansion Co-Leads and QBOL Expansion-related committees (e.g. recommend meeting materials and prepare agenda items compile minutes communicate action items and follow up as required).
Coordinate and support office administration activities for the MDFM (MD Family Medicine Program) Team and QBOL Expansion Co-Leads including coordinating meeting logistics correspondence including drafting sensitive and/or confidential correspondence and documentation.
Coordinate the development and refinement of administrative processes identifying and supporting improvements and coordinating implementations that enhance efficiency and effectiveness as the QBOL Expansion program evolves.
Communicate and follow up on committee action items with internal and external stakeholders as required.
Coordinate the flow of information maintaining and disseminating information including subsequent changes to internal staff departments and external stakeholders in a timely manner.
Prepare and support submission of invoices to regional education offices and assist with external partner reimbursements as required.
Support the QBOL Expansion budget by reviewing financial projections and expenses for accuracy identifying discrepancies and bringing forward any variances that require further analysis or approval.
Provide support to the QBOL Expansion Co-Leads in working with and identifying preceptors and advising on residency program regulations policies and procedures referring only highly sensitive or complex issues to appropriate leadership.
Liaise with preceptors clinical staff and senior staff to confirm availability of learning experiences and support the suitability of proposed schedules/rotations.
Build and maintain collaborative working relationships with community stakeholders including preceptors hospital contacts and clinic contacts.
Attend meetings as required at various Queens Family Medicine sites and in the community.
Other duties as required in the scope of the role.

REQUIRED QUALIFICATIONS:
Completion of a three-year post-secondary program in business administration or a relevant field is required.
Previous (3 to 5 years minimum) relevant experience in a similar environment is required.
A valid G-class drivers license is required.
Knowledge of the Queens University structure and financial/computing systems is considered an asset.
Experience in a medical office setting will be considered an asset.
Knowledge of the local community and knowledge of the local medical community are assets.
Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
Promotes diversity and inclusion in the workplace.
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
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.
Experience with project planning would be considered an asset.
Contribute to building a supportive engaged and positive work environment.
Foster working relationships with community stakeholders preceptors hospital contacts and clinical contacts.
Maintain awareness of policies and procedures that impact the Education Program and support consistent application.
Ability to adhere to strict confidentiality.

DECISION MAKING:
Set priorities and determine which projects require the most attention.
Support budget preparation and account administration.
Determine when to refer problems or sensitive issues to the QBOL Expansion Leads andSenior Project Advisor.
Decide how best to organize and sequence administrative tasks to support short- andlong-term planning activities for the QBOL Expansion.
Determine the most appropriate methods for collecting organizing and presenting data tosupport reporting.
Assess scheduling options and rotation suitability to ensure proposed learning experiencesalign with program requirements before confirming with stakeholders.
Select appropriate communication approaches when relaying updates changes or actionitems to internal and external partners to maintain clarity and consistency.
Evaluate administrative processes and identify opportunities to recommend improvements that enhance efficiency as the QBOL Expansion grows.

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 .