Program Assistant - Queens University

Reporting to the Program Director, the Program Assistant is responsible for coordinating the day-to-day operations of the General Internal Medicine Residency Training Program (GIMRTP). The Program Assistant ensures 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).

KEY RESPONSIBILITIES:

• Act as the first point of contact for the GIMRTP: including screening email, phone calls and visitors, acting as a resource person to faculty, staff, students and others on numerous matters of process, policy and direction. Initiate and/or prepare appropriate business correspondence, reports and e-communications.
• Coordinate the residency training program, including:
• Arrange meetings, type agendas, and minutes;
• Process financial transactions such as cheque requisitions, reconciling accounts, preparing deposits and monitoring expenditures;
• Maintain the resident evaluation files, program materials and documents; both on paper and on the electronic management system (Elentra);
• Process GIM trainee applications and schedule interviews, organize activities (e.g. tours), arrange catering and collate and upload final candidate rankings with members of the division as part of the annual CARMS GIM interview process with members of the division;
• Organize the GIM academic curriculum including academic half-day, journal club, noon/case rounds or weekly case-based learning (CBL) and the annual GIM Mock Objective Structured Clinical Examination (OSCE) exam, etc.;
• Organize the PGY4 summer orientation schedule and activities;
• Coordinate out-of-town rotations and electives for residents in the GIMRTP as well as elective opportunities for visiting residents;
• Assist with creating rotation schedules for the residents and/or fellows;
• Monitor and document GIM resident vacation and work absences;
• Liaise with internal eg. other PA's, Competency Based Medical Education (CBME) educational consultants, Postgraduate Medical Education (PGME) office) and external (eg. RCPSC) and various stakeholders as necessary.
• Perform day-to-day administrative tasks including but not limited to filing, photocopying, distribution of information, mail delivery and pick-up, room and equipment bookings, supply and key inventory (orders and management), and coordinate catering orders.
• Prepare ad hoc reports and perform background research as needed.
• Assist with administrative aspect of research programs undertaken by the GIMRTP.
• Supervise the distribution of all faculty assessments, rotations evaluations and CBME assessments to the appropriate individuals on a timely basis and ensure the evaluations are completed. Ensure compliance with standards, rules and regulations of the RCPSC as they pertain to evaluations, program requirements etc.
• Assist the Program Director in document preparation and general coordination of the RCPSC regular External and Internal Reviews, including ongoing maintenance of the accreditation management system (CanAMS).
• Coordinate, plan and execute program events and meetings, which includes but is not limited to academic activities, CaRMS interviews and social gatherings.
• Supervise and manage resident files and portfolios. Co-ordinate 6-monthly resident meetings with the Program Director as well as quarterly meetings with Academic Advisors.
• Manage the files related to a modified learning plan, remediation, and/or probation for any learning in the program.
• Manage administrative functions at quarterly Residency Program Committee (RPC) and Competence Committee (CC) meetings. Keep minutes and prepare agendas for all issues related to resident affairs and educational function of the program.
• Identify and accommodate exceptions to policy, developing and submitting policy revisions for approval as necessary.
• Monitor and maintain the online learning management system Elentra.
• Participate in all learning activities for program assistants per the direction of the Postgraduate Medical Education (PGME) Office.
• Provide administrative support to residents who are on rotation at the GIM residents' clinic
• Assist the Program Director and perform other duties as needed.

REQUIRED QUALIFICATIONS:

• Two-year post-secondary program with previous relevant experience in an administrative position.
• Knowledge of university structure and familiarity with teaching hospitals would be an asset.
• Knowledge of Royal College Training Programs and accreditation requirements would be an asset.
• Involvement with the current training residents would be considered an asset.
• Consideration may be given to an equivalent combination of education and experience.

APPLICATION INSTRUCTIONS

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