Specialty Disciplines Site Assistant (Oshawa)

Specialty Disciplines Site Assistant (Oshawa)

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Job Summary
Reporting to the Manager, Distributed Medical Education, and under the direction of the Regional Director of Clinical Education, the Speciality Disciplines Site Assistant is responsible for the planning and administrative duties relevant to the operation of Specialty Clinical Teaching Units at the Bowmanville/Oshawa-Lakeridge Site and the planning and administrative duties relevant to the operation of the Comprehensive Clerkship Program in Bowmanville and Oshawa. This position is located at the LHEARN Centre, Oshawa, Ontario. The incumbent will possess strong interpersonal and communication skills in their daily interaction with internal and external contacts. Administrative support (scheduling, faxing, photocopying, committee agenda and minutes etc.) will be provided for the Queen’s-Lakeridge Regional Education Leader. Other duties will include: preparation of correspondence; Queen’s Undergraduate and Postgraduate specialty learner rotation scheduling and account administration; Comprehensive Clerkship Program scheduling; communication with clerks and preceptors; supporting the delivery of core educational programs and special projects as needed in support of Regional Education activities; compilation, processing and disseminating information within the program, and to the other sites; coordinating and scheduling of videoconferencing sessions as required. The incumbent will liaise directly with Queen’s Regional Education Office, Faculty Development Office, Postgraduate Office, Undergraduate Office and Specialty Programs.

Job Description
KEY RESPONSIBILITIES:
• Perform administrative duties, including initiating or preparing correspondence, word processing and document formatting, scheduling, coordination of special events, meetings and conferences, screening calls and visitors, inventory monitoring, record keeping, preparing minutes, and administering special procedures within the Program such as the development and maintenance of resident rotations, evaluations and call schedules.
• Build and maintain relationships with clerks and preceptors and facilitate prompt reimbursement for teaching.
• Assist with initial and renewal of faculty appointments.
• Assist with faculty promotion processes.
• Draft documents relating to internal reviews, accreditation or special projects as required.
• Respond to inquiries and act as resource person and primary contact for Specialty Clinical Teaching Units at the Bowmanville/Oshawa-Lakeridge Site and liaise with the relevant Queen’s Faculty of Health Sciences, School of Medicine departments in Kingston. Research or synthesize answers to questions and solve administrative problems within guidelines. Refer complex problems to senior staff when necessary. Compile, process and distribute information to students, faculty, administrative personnel, committees and subcommittees. Design, implement and manage a filing system and ensure information is accurate and current. Provide access to data and disseminate information through the production of publications and report writing.
• Liaise with clinical leads at Lakeridge Health (Oshawa), Bowmanville and Queen’s to ensure adequate clinic and learning objectives are met for clerks enrolled in the Comprehensive Clerkship Program.
• Act as the face of Queen’s Medical Education at the Oshawa Site.
• Disseminate information/material from UGME to clerks and preceptors in a timely manner.
• Prepare and provides Queen’s School of Medicine Regional Education Office and Rural Ontario Medical Program (ROMP) quarterly reports on the breakdown of funding for family medicine and specialty preceptors, and teaching sessions.
• Liaise with funding partners to confirm preceptor payments.
• Rotation/Horizontal Schedule: Build and maintain individual schedules for clerks on Google Calendar, liaising with clerks and community, specialty, and family medicine preceptors.
• Track clerk’s holidays, professional days, and sick days, reconciling them with time allotted. Report back to the School of Medicine when clerks take more than the time allotted.
• Responsible for the organization, administration and monitoring of the National Board of Medical Examiners (NBME) exams that take place in Oshawa, ensuring adherence to NBME rules and regulations for exam administration.
• Act as site contact for physicians at Lakeridge Health and Bowmanville for troubleshooting with issues arising from the Undergraduate and Postgraduate MedTech evaluation system.
• Provide assistance to the Regional Education Office by overseeing apartments in Oshawa, Peterborough, Markham and Toronto including communication with cleaners, ensuring furniture and apartment contents are in good order, assisting in the physical preparation and refurbishing of the accommodations and coordinating apartment moves as required. Provide assistance to the Regional Education Office in support of the overall Specialty Undergraduate and Postgraduate Training Programs.
• Schedule and organize videoconferencing sessions originating from Queen’s University Faculty of Health Sciences, School of Medicine Regional Education Office, Specialty Programs, Faculty Development and Continuing Professional Development. Support will be provided to presenters before, during and after the sessions with respect to the use of equipment.
• Coordinate and plan for physical services. This includes equipment maintenance and the implementation or enhancement of new technologies.
• Provide academic secretarial support to the Queen’s Lakeridge Regional Education Leader, Bowmanville/Oshawa-Lakeridge Site and Clinical Teaching Unit (CTU) leads related to their CTU activities. Prepare confidential correspondence and reports related to administrative, academic and clinical deliverables of the Specialty Undergraduate and Postgraduate education programs. In fulfilling these responsibilities, the incumbent will refer to appropriate administrative structures, which include the Regional Education Office, various Queen’s departments, University Faculties of Medicine and hospitals.
• Coordinate faculty development and continuing professional development and faculty initiatives within the site and disseminate information. Liaison with LHEARN Centre staff on the development and marketing of Queen’s University accredited Continuing Professional Development activities.
• Administrative maintenance of access to Learning Management System software.
• Updating of web-based intranet and internet content in collaboration with the Queen’s-Lakeridge Regional Education Leader and Queen’s School of Medicine Regional Education Office as required to promote the activities of Specialty-related Regional Education at the Bowmanville/Oshawa Lakeridge Site.
• Liaise with Queen’s Bowmanville Oshawa Lakeridge (QBOL) Site Program Coordinator and provide cross coverage of duties during absences and vacation.
• Undertake other duties as assigned in support of the Queen’s School of Medicine Regional Education Office.

REQUIRED QUALIFICATIONS:
• Three year post-secondary program in relevant field.
• Previous (3 to 5 years minimum) relevant experience in office/service environment required.
• A valid G driver’s license is required for travel.
• Knowledge of university structure and financial/computing systems considered an asset.
• Administrative experience within a hospital or healthcare setting will be considered an asset.
• Promotes diversity and inclusion within the workplace.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
• Office and computer skills including advanced knowledge of word processing software and familiarity with spreadsheets and database programs. Knowledge of WebEval considered an asset. Ability to learn new software packages as required. Exposure to and familiarity with videoconferencing equipment will be considered an asset.
• Proficiency with the following software applications: Microsoft Office including Word, Excel, Outlook, PowerPoint, Access, and Publisher. Experience working with database and accounting software preferred.
• Experience in updating web-based content. Learning Management System administrative experience will be considered an asset.
• Interpersonal and communication skills both verbal and written to interact with a diverse range of people in many different contexts. This is important both for office supervision and for liaison duties where information must be clearly and accurately relayed.
• Analytical and problem-solving skills to help resolve administrative problems and to maximize efficiency.
• Organizational 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.
• Knowledge of university and hospital structure, procedures, and administrative systems a definite asset.
• Experience with project planning would be considered an asset.
• Ability to adhere to strict confidentiality.
• Ability to travel within Ontario and work flexible hours when required.
• Ability to perform physical duties associated with the physical preparation and refurbishing of accommodations, including but not limited to, packing and lifting moving boxes, moving furniture, etc., several times per year.

DECISION MAKING:
• Provide information to students, staff, external partners and others. Determines best way to present answers and decides whether questions should be redirected to others.
• Decide when new information calls for further action, such as distribution or verification.
• Determine the relevance of information for inclusion in reports, decide on report format and who should receive it, when applicable.
• Decide on the appropriate action required for students who have an academic problem or query and determines when and to whom to refer these students to.
• Make recommendations regarding office administration procedures; suggest and help implement changes.
• Determine schedules for clerks, liaising with clerks, community and preceptors as appropriate.
• Determine work priorities and which projects require immediate attention, adapting priorities as needed.
• Determine what items are needed for new or existing accommodations and determine maintenance schedule for accommodations and arrange as needed.
• Determine when to refer problems or sensitive issues to the Queen’s-Lakeridge Regional Education Leader or Manager, Distributed Medical Education.
• Determine videoconferencing schedule based on departmental needs. Determine maintenance of equipment and arrange for service.
• Application of university and hospital procedures as they affect faculty, staff and learners.
• Make recommendations toward the implementation and enhancements of new technology.

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 .