Academic Program Coordinator

Academic Program Coordinator

About Queen's 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

A Brief Overview

The Oncology Academic Program Coordinator provides administrative and operational coordination for the Medical Oncology and Radiation Oncology residency programs, with additional support for undergraduate medical education and fellowship activities. Working under the direction of the Program Directors, the Coordinator is the primary administrative resource for the programs and works closely with residents, fellows, faculty, medical students, off-service trainees, and internal and external stakeholders.

The specific tasks of this role revolve around medical education administration and training coordination within the Department of Oncology, such as:
-Program Scheduling: The Coordinator is responsible for developing, maintaining, and continuously updating day-to-day resident rotation and learner schedules, supporting all program objectives. This includes assigning clinical placements for residents, fellows, off-service trainees, medical students, and observers in Excel; communicating placement information to learners and preceptors via Outlook; and maintaining accurate records for Medical Trainee Data (MTD) reporting and year-end summaries.

-Residency Program Administration: The Coordinator supports and coordinates the resident academic cycle from intake, through ongoing training, to program completion. Responsibilities include coordinating recruitment efforts, CaRMS interviews and ranking, onboarding and orientation activities, examinations and results, resident meetings, electives, leave requests and absence tracking, graduation, and other academic requirements, as well as maintaining accurate confidential resident files and documentation. The Coordinator manages program information and assessment activities within Elentra, including coordinating the revision and maintenance of residency program policies and other program-related documentation, creating and coordinating resident and faculty assessments, monitoring completion, and following up on outstanding assessments and requirements. The Coordinator ensures that program information is current, accessible, and appropriately organized.

-Committee Meetings and Educational Activities: The Coordinator provides administrative planning and coordination for Residency Program Committees, Competency Committees, Academic Advisors, and other program meetings, including preparing and distributing agendas and minutes. The Coordinator coordinates the schedules and logistics of educational activities such as Academic Half Days, seminars, rounds, visiting lecturers, research activities, and other teaching sessions. The incumbent may also be assigned to support other departmental education programs or initiatives, as directed by the Department Head and/or Department Manager.

-Accreditation and Compliance: The Coordinator supports the program's compliance with requirements related to Royal College accreditation, the PARO contract, and institutional policies and processes. This includes monitoring and maintaining documentation of program requirements and collating information from internal and external sources to support regular internal reviews and the residency program accreditation process.

The Coordinator liaises extensively with Program Directors, faculty, residents, fellows, medical students, other residency programs, the UGME/PGME Offices, Regional Education, KHSC Medical Affairs, the College of Physicians and Surgeons of Ontario, PARO (Professional Association of Residents of Ontario), and other institutional and external partners.

The position coordinates multiple program activities concurrently throughout the academic year. The role requires strong organization, attention to detail, communication, discretion, prioritization, follow-up, and independent problem-solving, with the ability to recognize when an issue requires escalation to program leadership. Familiarity with medical education at Queen's, such as Elentra, PARO guidelines, and UGME/PGME processes, as well as data management, would be considered an asset. Excel proficiency is an asset.

The responsibilities described above are specific to the Department of Oncology and supplement the broader responsibilities of an Academic Program Coordinator job family, outlined below.

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.

The schedule for this position requires the incumbent to work variable hours, including regular attendance at early morning meetings.

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.


• 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.

Required Education

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

Required Experience

• 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.

Consideration may be given to an equivalent combination of education and experience.

Job Knowledge and Requirements

• 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. Queen's 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 View email address on clients.njoyn.com .