Academic Program Coordinator - Kingston, Canada - Queen's University

Queen's University

Verified Company

Kingston, Canada

2 weeks ago

Posted by:

Sophia Lee

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Description

Academic Program Coordinator

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.

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Job Summary

Reporting to the Department Manager, 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 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 Medical Council of Canada (MCC).

The incumbent is also responsible for the administration and operation of undergraduate and continuing medical education activities within the department.

These tasks include the completion of complex administrative duties in support of the department, specific projects, and/or senior administrators.

The Academic Program Coordinator also provides administrative support to the Program Directors for the Undergraduate Program Director.

Job Description:

KEY RESPONSIBILITIES:

Coordinate activities and resources in support of the undergraduate program
Act as a point of contact and liaison with other departments and external organizations
Create and maintain master schedule for placements arrange core placements in Kingston and liaise with core regional sites (Brockville, Ontario Shores, Markham, Owen Sound)
Coordinate integrated clerkship rotations placements for Kingston integrated students and placements with Family Medicine and Pediatrics
Maintain uptodate grade book for all psychiatry clerkship rotations
Coordinates midterm and exit meetings for all psychiatry clerkship rotations, including assignment of meeting schedule and acquiring and maintaining contact information for all students to ensure information is up to date and accurate
Prepare and distribute orientation materials for each rotation
Maintain and distribute educational program materials
Liaise extensively with and act as a resource for students, program directors, divisional and department head, undergraduate medical education (UGME), Queen's Medical School, Continuing Professional Development, Regional Education, and the Faculty of Health Sciences offices
Coordinate electives and summer series coordination with core placements
Coordinate program events and meetings. Maintain a concise "bring forward" file of various anticipated events and functions scheduled throughout the year
Gather, process and distribute information as appropriate, this includes gathering background information for meetings, establishing a system for organizing meetings, recording and processing minutes, completing postmeeting correspondence, etc.
Creates new procedures and forms
Coordinate, prepare and distribute information of rounds, conferences, exams, seminars, video conferences and all other educational activities. Set up and troubleshoot, if necessary, all audiovisual equipment
Manage leave requests for clinical clerks and send to UGME for their records
Coordinate Term 4 preclerkship schedule (including lectures, small group learning, expanded clinical skills)
Coordinate recruitment of faculty members for various learning events at the school of medicine that the department of Psychiatry (i.e. admission filer reviews, clinical skills sessions, FSGL etc.)
Update Elentra with meetings
Undertake additional duties or special projects as required in support of the department.

REQUIRED QUALIFICATIONS:

Threeyear postsecondary 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 dea