Division and Program Assistant

Division and Program Assistant

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
Reporting to the Department Head, the Division and Program Assistant is responsible for the day-to-day coordination of the academic educational activities in the Department of Psychiatry. This includes assisting the Program Director of the subspecialty residency training program in the Department of Psychiatry, to ensure 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). This position will also support the Division Chair and provide academic support to division members.

The incumbent is also responsible for the administration and operation of postgraduate activities within the department. These tasks include the completion of administrative duties in support of the department, specific projects, and/or senior administrators.

Job Description
KEY RESPONSIBILITIES:
• Provides administrative support to the Geriatric Psychiatry Subspecialty Program Director, monitoring achievement of objectives of the training program in compliance with the accreditation standards for the Royal College
• Assists with all matters related to regular internal/external reviews and Royal College accreditation of the training program, including updating of goals and objectives for training rotations, preparation of pre-accreditation documentation, and updating education program policies and procedures and evaluation/assessment tools
• Identifies opportunities for increased administrative efficiency, ensuring issues of importance are brought to the attention of the Program Director, as appropriate
• Assists with the creation of the key documents, including curriculum development, assessment tool development, supporting documents and Elentra user documents. Provides orientation and support to faculty and residents on use of the Elentra system
• Supports the Geriatric Program Committee, Geriatric Residency Program committee and the Geriatric Competence Committee meetings by preparing and circulating agendas and meeting materials, and taking and circulating minutes of meetings
• Acts as a contact point and resource for applicants to the subspecialty training program
• Prepares and maintains confidential resident personnel files for all trainees in the training program, including all evaluations, direct observation reports, minutes of quarterly review meetings, and correspondence related to the trainee
• Collects and responds to vacation and leave requests from trainees and rotating residents
• Sets up and distributes online evaluation forms for residents and trainees to evaluate the educational programs and teaching faculty, and prepares summaries of these evaluations for review by the Education Committee and CBME Lead and the attending staff
• Assists with preparation and coordination of the trainees’ academic half-day schedule
• Provides additional administrative support to Program Director – manages calendar of appointments related to teaching responsibilities, meetings and other commitments. Maintains an updated contact list. Responds to routine enquiries and exercises good judgment in dealing with confidential and sensitive information. Prepares correspondence, assists in document production, updating and filing, and arranges meetings. Maintains a follow-up system to ensure deadlines are met
• Provides administrative support to the Fellowship Program Director – participates in Fellowship Committee meetings, candidate interview preparation, documentation
• Undertakes other duties or special projects, as required

REQUIRED QUALIFICATIONS:
• Three-year post-secondary program in relevant field.
• Previous (3 to 5 years minimum) related experience working in an office environment with familiarity in administrative processes and procedures.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
• Respects diversity and promotes inclusion in the workplace.
• Excellent interpersonal and communication skills (verbal and written) to interact with a diverse 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.
• Customer service oriented.
• Proficient computer skills including use of a variety of software packages.
• Excellent organizational and time management skills and the ability to work under pressure with frequent interruptions.
• High degree of initiative, to work without direct supervision, to make independent decisions and to manage several programs with conflicting demands on one’s time.
• Discretion in dealing with confidential and sensitive information.
• Proficiency with a variety of computer applications including web design, photo editing, database, spreadsheets, word processing, internet, etc. Ability to learn new software, as necessary.
• Analytical and problem-solving skills.
• Knowledge of financial administration.

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 .