Program Assistant

Program Assistant

About Queen's University

Queen’s 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.

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Job Summary
Reporting to the Program Directors, and the Administration and Staffing Manager, the education Program Assistant will work as a member of the team responsible for the day-to-day operation and administration of programs in the Department of Emergency Medicine at Queen’s University.

The incumbent will ensure that all objectives of the programs are met and that the program functions within the structure outlined by the accreditation standards. This includes the completion of complex administrative duties in support of training Programs in the Department Emergency Medicine. The incumbent will respond to regular requests and inquiries from Program Directors, faculty, learners and staff. The position includes other administrative duties as assigned.

Job Description
KEY RESPONSIBILITIES:
• Coordinate and oversee the administration of training programs for Emergency Medicine.
• Act as a collaborative and collegial team member within the Department of Emergency Medicine education team.
• Prepare and oversee learner rotation schedules and other schedules as needed, ensuring that rotations are covered at all times.
• Compile and coordinate the distribution of all mid and end of rotation evaluations to individuals on a timely basis and ensure the evaluations are completed.
• Ensure compliance with standards, rules and regulations of accredited institutions as they pertain to evaluations, program requirements etc.
• Assist Program Directors in document preparation and general coordination of the governing bodies regular external and internal reviews.
• Assist in coordinating, planning and executing program events which include but not limited to resident orientation, resident retreats, and Matching Service interviews.
• Oversee resident files and portfolios. Coordinate meetings with Program Directors. This includes maintaining the files for any learner involved in remediation/probation or disciplinary action.
• Schedule and attend regular Resident Program Committee and Competence Committee meetings. Provide administrative support for the Program Directors, prepare agendas, take minutes, participate in meeting discussions as required, facilitate, collect, analyze, and synthesize the evaluation and assessment data of the program. Provide necessary verification and interpretation of the data for Faculty review.
• Compile Teaching Evaluation reports and distribute and file according to defined best practice.
• Coordinate and oversee the organization and scheduling of exams, Academic Half Day, rounds, conferences and other educational activities of the programs. Ensure evaluations of these events are completed and processed timely and accurately.
• Collect award nominations and determine annual award recipients. Prepare and distribute awards.
• Provide support to Journal Club, and other learner events, by responding to questions and concerns and coordinating attendees, and all facets of event planning for events.
• Act as a liaison and department contact to learners, keep the Program Directors advised and aware of important matters. Provide one-on-one personal support to learners, directing them to appropriate resources as necessary.
• Assist in the coordination of electives at external institutions and direct elective and observation inquiries from external institutions to the appropriate person.
• Oversee the function of compiling fellowship trainee applications (national and international), circulating to Program Directors and leadership, coordinating hospital credentialing and liaising with PGME.
• Assist and provide guidance to Faculty particularly as it pertains to the recruitment and selection of trainees. Ensure application files are complete and organize them for circulation. Support the management of all aspects of recruitment matches including development and ongoing maintenance of a database to provide a final rank list of applicants.
• Participate in the development of specific aspects of the budget for education; manage and oversee the expenditure and ensure targets are achieved.
• Review submissions for travel and education allowances and track balances to ensure accuracy and compliance to departmental and university policy. Submit claims to Finance Manager on learner’s behalf.
• Provide support to the coordination of CPD activities within the department including arranging sessions, attendance, tracking of credits and distribution of certificates of attendance. Regular communication with CPD Program Director and education team is imperative as well as attention to detail.
• Back up support for other department of Emergency Medicine Program Assistants and departmental staff. Provide administrative support as required.
• Undertake additional duties as required, in support of the department.

REQUIRED QUALIFICATIONS:
• Post-secondary program in a related field of study (e.g. Business Administration, Communications & Marketing, Office Administration).
• A minimum of three to five years related experience in an academic and/or medical, or administrative environment.
• Knowledge of University policies, procedures and regulations pertaining to the undergraduate and postgraduate programs is an asset.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
• Effective analytical and practical problem-solving skills to help troubleshoot and resolve administrative and service issues.
• Service oriented perspective.
• High degree of initiative and ability to work both independently and as part of a team in a busy department.
• Attention to detail, organizational skills, ability to prioritize work and meet deadlines with frequent interruptions and conflicting demands.
• Computer skills including use of a variety of software packages (particularly word processing and spreadsheet applications, web‐based technology).
• Ability to seek out, learn, and utilize new software to streamline processes, and thrive in a dynamic and changing work environment.
• 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.
• Communicate with tact, diplomacy, and adherence to strict confidentiality.
• Experience or education in communications, advertising, and marketing an asset.
• Ability to occasionally work outside normal working hours.

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 .