Academic Program Coordinator

Academic Program Coordinator

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Job Summary
Reporting to the Department Head, the Academic Program Coordinator is responsible for the day-to-day coordination of the academic educational activities in the Department of Psychiatry. This includes assisting the Program Directors of the undergraduate and postgraduate training programs in the Department of Psychiatry, to ensure that all objectives of the programs are met and that the programs function within the structure outlined by the accreditation standards of the Medical Council of Canada (MCC). This position will follow the lifecycle of education across the department.

The incumbent is also responsible for the administration and operation of undergraduate and 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:
Quality Improvement/Governance:
• Continuous Quality Improvement initiatives
• Terms of Reference review
• Data collection – structure/redundancies
• Use existing processes to look for efficiencies

Undergraduate Program:
Pre-Clerkship
• Coordinate MEDS 246 course timetable with the administrator at MD Program
• Recruit faculty and residents for the MEDS 246 course learning events, including expanded clinical skills
• Workforce recruitment of faculty annually for all MD program non-psychiatry learning events assigned to the department
• Liaise with MD year administrator for assessment tasks (collection and sharing of assignment marks from tutors for ECS, etc.)
• Assisting with coordinating meetings for faculty orientation (especially new faculty) and assisting with navigating Elentra for faculty

Clerkship
• MD Program Coordinator for the department by providing administrative support to the Psychiatry Preclerkship Course Director and the Psychiatry Clerkship Course Director to coordinate all aspects of the program
• Liaises with Program Assistants in regional site rotations as well as at the satellite MDFM program at Lakeridge Health Sciences Centre
• Builds and maintains relationships with medical students, program administrators and faculty members
• Prepares and oversees the scheduling and logistics of core rotations, transition to residency placements, and elective/selective placements, student clerkships and clinical rotations and other schedules as needed, ensuring that rotations are covered at all times
• Liaises with the MD Program Elective Coordinator to assess capacity and allocate home, domestic and international clerkship students to psychiatry rotations
• Creates clerk call schedule and ensures students are meeting call requirements, including call participation, as directed by the MD Program
• Manages clerk call and uploads into hospital switchboard system so clerks are able to be paged. Monitors and updates changes as necessary
• Manages and maintains all clerk leave requests (vacation/personal days, conference, sick leave, religious observances) and approve or deny requests in accordance with guidelines. Provides rational to clerks on denial of request and provide guidance and advice to clerks on their entitlement
• Facilitates, collect, analyzes, and synthesizes the evaluation and assessment data of the undergraduate program. Provides necessary verification and interpretation of the data for Faculty review. Maintains evaluations and information within Elentra database and Gradebook in a timely fashion
• Maintains MEDS 445 psychiatry course page in Elentra and updates with student groups, learning events, evaluations and assessments
• Coordinates Psychiatry Interview Experience (PIE) matching with resident-teachers on a four-week rotating basis
• Monitors achievement (logging) of MMD (Medical Council of Canada) learning objectives in compliance with standards laid out by the MD Program
• Monitors faculty and resident assessments of students in compliance with standards laid out by the MD Program
• Monitors student duty hours as received from the MD Program. Analyzes student duty hours to ensure compliance with MCC standards. Reports on non-compliance and identifies where non-compliance is occurring in the department
• Reschedules missed time, rotations and call shifts as required dur to student leave/illness
• Assists in exam preparation, mark entry, preparation of course materials/course notes, etc., maintains a filing system to ensure efficiencies and effectiveness
• Liaise with program director to develop content for the departmental website, paying close attention to accuracy with frequent review, updates and announcements
• Assists the MD program in recruiting faculty of annual UG educational workforce activities (i.e. clinical skills, admissions, facilitated small group learning) with support and direction from the manager, as well as the Department Head
• Works with MD Program Workforce to ensure that data informing SEAMO accountability metrics for UGME activity for each department member are accurate and complete on an annual basis
• Works with the MD Program Awards Officer, course directors and Department Head to determine end of year psychiatry award and scholarships for clerkship students on the basis of proficiency, effort, performance, standing and research
• Maintains updated contact list of students. 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
• Liases with the MD Program and PGME offices regularly to remain up to date on policies and procedures and obtain answers to questions from the UG and Fellowship programs of the department
• Liaises with PGME office to assist and provide coverage with switchboard entry and call concerns with the PG program coordinators are unavailable or away

Postgraduate Program
• Academic half-day support – coordination of schedule, manage/update learning events in Elentra, distribute calendar events, manage evaluations, support facilitators with teaching materials and share with attendees
• Coordinate OSCE Days – Organize the event schedule and OSCE stations, assist with finding examiners
• Coordinate STACER exams – schedule and book space, arrange for patient participation, facilitate exam, collect and document results
• Assist in coordination of orientation week and other program events
• Update hospital spreadsheet – residents/fellows/clerks, email students and supervisors to connect, distribute hospital handbook and Lumeo documents
• Create schedules/find supervisors for rotations at Providence Care Hospital
• Complete ISARs for long-term learners, arrange Lumeo and Dragon training
• Undertake additional duties or special projects as required in support of the department.

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 .