Divisional Coordinator - Queens University

Reporting to the Division Chair, the incumbent will provide project and administrative coordination of all aspects in the Division of Cardiology. The Divisional Administrative Coordinator must have sound knowledge of the Division and the Department of Medicine and possess strong interpersonal and communication skills in their daily interaction with internal and external stakeholders. This position will work closely with the Cardiology Division Chair, Residency Program Director, and Department of Medicine to ensure seamless support of the Division. The incumbent will address all matters with a high degree of professionalism to ensure confidentiality and excellence in the Division of Cardiology. Building strong relationships within the Division, along with other divisions and departments affiliated with Kingston Health Sciences Centre.

KEY RESPONSIBILITIES

• Coordinate and organize the Division in collaboration with the Division Chair.

• Actively engage all faculty members within the Division on behalf of the Division Chair in order to execute the required tasks and requests.

• Provides support to the Division Chair and all faculty members in the Division, including screening email, answering phone calls, and greeting visitors.

• Act as the main point of contact and resource person to faculty, staff, students, and others on a wide variety of issues, policies, and direction. Respond to inquiries in a knowledgeable and professional manner, referring to the appropriate individual as required.

• Identify issues of workload and morale within the administrative structure of the Division as it relates to their own duties, liaise with the administrative manager and the Division Chair regarding the identified issues and propose possible solutions.

• Create on-call schedules and organize clinical service rosters.

• Process new referral requests, this includes collating referrals for triage, tracking referrals, sending acknowledgements of receipt, and forwarding referrals to clinical secretaries for appointment booking.

• Communicate on-call schedule to KGH/HDH Switchboard and the Department of Medicine. Effectively address all urgent issues or inquiries regarding the on-call schedule by working with faculty members, other administrative staff and the Division Chair as needed.

• Organize the Divisional conferences and journal club schedule. Proactively manage scheduling conflicts as they arise.

• Coordinate the scheduling and logistics of Divisional members' vacation leave, conference attendance and other absences.

• Organize monthly and ad-hoc meetings within the Division, including administrative support (room bookings, catering), preparing materials, compiling reports, taking minutes, and other related meetings.

• Coordinate travel arrangements for the Division Chair along with maintaining the Division Chair calendar.

• Perform financial duties including cheque requisitions, purchasing, ordering office supplies, preparing travel and expense reimbursement for Division members.

• Tracking the status and providing input for budget preparation of the Divisional account, including monthly monitoring of account activity reconciliation to ensure accuracy and validity of account transactions.

• Use, maintain and improve databases to obtain and collate statistical data.

• Provide data and administrative support to the Division Chair in the preparation of business cases required for submission to the Department of Medicine for the creation of new faculty positions.

• Build and maintain strong working relationships with faculty, preceptors, other allied health professionals and administrative staff to support the coordination and maintenance of Divisional processes and tasks.

• Coordinate arrangements for faculty and locum recruitment to fill vacant Divisional faculty positions pertaining to the recruitment and onboarding of new staff and faculty.

• Collect and analyze data from a variety of sources to determine relevance for inclusion in reports and presentations for meetings, conferences, and special events in support of the Division.

• Composing original sensitive and/or confidential correspondence on behalf of the Division Chair, including proofreading, and editing various correspondence and reports, follow-ups on numerous items related to meetings and speaking engagements.

• Review documents and correspondence for the Division Chair's signature prepared by individuals both internal and external to Queen's University.

• Liaise with key external stakeholders, partners and clinical faculty from other Departments and regional educational organizations.

• Ensure confidentiality, and ease of access through design, and management of filing systems, records, and information storage of administration, patient charts, and medical literature.

• Lead the administrative aspect of the annual report process. Support the Division Chair in their annual report meetings with Divisional faculty members. Maintains faculty annual reports, CV, bias, and common CV for the Division Chair. Ensure all documents are in order prior for submission to the Department Head.

• Liaise with a wide range of individuals both internal and external to the University.

• Undertakes other duties in support of the Division.

REQUIRED QUALIFICATIONS

• Three-year post-secondary program or university degree in business administration or related area of study.

• Previous relevant experience (3 to 5 years minimum) in a related field.

• Knowledge of university and hospital structure, policies, procedures, and administrative systems would be considered an asset.

• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS

• Respects diversity and actively promotes inclusion in the workplace.

• Ability to professionally represent the Division of Cardiology, Department of Medicine, and Queen's Health Sciences to external stakeholders.

• Highly developed organizational skills and ability to work with minimal supervision.

• Ability to focus despite frequent interruptions, which may require constant reprioritization of tasks and duties.

• Office administration skills, including advanced computer skills, word processing, knowledge of database, scheduling, and spreadsheets. Ability to learn new software packages as required.

• High degree of initiative and ability to work both independently and as part of a team in a large department which is closely integrated with the Southeastern Ontario Health Sciences Centre.

• Excellent interpersonal and communication skills (verbal and written) to interact with a wide 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.

• Strong attention to detail and high level of accuracy.

• Knowledge of bookkeeping and accounting practices.

DECISION MAKING

• Prioritize time and duties to ensure that work in completed on time.

• Interpret policy or analyze procedures and recommend changes or amendments as required.

• Make decision within guidelines and determine when to refer problems or sensitive issues to the Division Chair.

• Determine the data required for reporting. Identify if data is missing and determine if further action is required. Determine and/or make recommendations on report structure and layout.

• Make recommendations regarding procedures, suggest and help implement changes.

• Make scheduling decisions, considering all factors that contribute to an effective schedule, including time away requests. Resolve scheduling conflicts by determining priorities to juggle conflicting appointments or referring more complex or sensitive issues to the Division Chair.

• Decide on how to deal with new information and coordinate the flow of information as appropriate. Recognize urgent requests and prioritize information that needs to be dealt with immediately.

• Determine meeting logistics and decide how to rearrange schedules based on competing demands and availability.

• Interpret and apply university and hospital procedures that affect faculty, staff, and residents, as required.