Faculty Support Coordinator - Queens University

The Department of Family Medicine (DFM) delivers the largest post-graduate residency program in the Faculty of Health Sciences at Queen's University. This award-winning program is offered at four different training sites: Kingston and the 1000 Islands, Belleville-Quinte, Peterborough-Kawartha, and Queen's- Bowmanville-Oshawa-Lakeridge. It is home to the Centre for Studies in Primary Care. It operates the Queen's Family Health Team, an inter-professional health care centre serving the Kingston community. It also has a series of complex relationships with governmental, community and international partners and stakeholders.

Reporting to the Associate Director, Administration, Initiatives, and Operations (AIO), the Faculty Support Coordinator will perform a variety of faculty support and planning duties, as well as complex administrative duties in coordinating a series of portfolios that support the department's faculty members. These include: overall responsibility for the coordination and supporting of clinical faculty appointments, RTP (Renewal, Tenure, Promotion), leave, search and review committee processes. The Faculty Support Coordinator will manage complex appointment files; provide assistance to the Department Head in faculty recruitment efforts; acting as an expert resource on the Southeastern Ontario Academic Medical Association (SEAMO) agreement and Departmental Practice Plan, as well as the Family Health Organization (FHO) or alternate agreements. This position will coordinate hospital privileges for members of Queen's affiliated teaching hospitals, including family physicians and allied health professionals; coordination and communication with adjunct faculty in Kingston and the surrounding region. The Faculty Support Coordinator will provide support for priority issues within the department and proactively informs the Associate Director, and Department Head, of potential challenges and recommendations.

The incumbent will exercise a high level of independence and initiative in decision-making and performance of a complex set of objectives. This includes establishing work priorities based on knowledge of the department's activities, goals, objectives and strategic plan, together with a thorough knowledge of the University's clinical policies and procedures related to clinical faculty appointments and promotions.

This position acts as a resource for department-specific faculty agreements and liaises with external agencies, serving as a contact for questions, comments or concerns regarding these agreements. This position also coordinates the faculty appointment process, including initial appointments, reappointments, promotions, cross-appointments, and appointments for community preceptors. This position addresses faculty development needs and the oversees the complex scheduling of faculty orientation.

View the full job description here.

What you will do

• Coordinates the faculty appointment process for initial appointments, reappointments, promotions, cross appointments and appointments for community preceptors; this includes contacting references, obtaining student feedback, and submitting complete applications.
• Addresses faculty development needs and the oversees the complex scheduling of faculty orientation.
• Oversees departmental locum recruitment, scheduling, orientation and tracking.
• Validates claim information relating to additional academic work and updates submissions based on the committee's feedback.
• Performs administrative support, such as preparing confidential correspondence, scheduling meetings, travel accommodations, and faculty orientation tours.
• Provides information to department, the university and external agencies regarding the South Eastern Academic Medical Association of Ontario (SEAMO) agreement and Family Health Organization (FHO) agreement.
• Organizes the recruitment of physician faculty members.
• Oversees the physician promotion process.
• Other duties as required in support of the department and/or unit.

Required Education

• Four-Year Bachelor Degree or equivalent.

Required Experience

• More than 3 years and up to and including 5 years of experience.
• Consideration may be given to an equivalent combination of education and experience.

Job Knowledge and Requirements

• Practical and applied knowledge of specialized methods and processes that are typically acquired through a combination of technical or academic qualification and/or work experience.
• Provide consultation and advice on non-straightforward and/or complex issues.
• Interaction with others typically requires interpersonal skills and the ability to understand and influence.
• Adapt messages to meet the needs of the intended audience.
• Build relationships, trust and credibility.
• Manage own work and may train and review the work of casual employees, work study students and/or volunteers, to see commitments through to completion.
• Contribute to setting work priorities and direction, supporting the team in achieving goals and objectives.
• Participate in project team meetings and develop individual project plans.
• Lead procedural or technological change within a unit.
• Identify new problems and seek information and input to fully understand the cause of problems.
• Identify opportunities to improve the effectiveness and efficiency of work processes.
• Draw logical conclusions and provides opinions and recommendations.
• Research equity, diversity, accessibility and inclusion resources and best practices relevant to the job and unit operations in order to inform evidence-based planning.
• Commitment to principles of equity, diversity, accessibility, inclusion, Indigenization and human rights for equity deserving groups.