Postgraduate Program Coordinator & Educational Team Lead

Reporting to the Department Manager, the Postgraduate Program Coordinator will work as the postgraduate program and educational team lead, responsible for the day to day operation and administration of the Postgraduate Medical Education program in the Department of Surgery.

This position supports the Director of Postgraduate Education and General Surgery, Orthopedic Surgery, and Surgical Foundation Program Directors, including participating in administrative planning and development of policies and procedures, arranging meetings, preparing correspondence, minute taking, and meeting logistics. This position administers Departmental account information including preparing financial planning, account reconciliation, processing transactions, paying bills and completing deposits, following up to resolve any account discrepancies, and providing information and support for travel and accommodation reimbursement for residents. This position provides administrative support for the day-to-day operation of a 20+ student residency program accredited by the Royal College of Physicians and Surgeons of Canada (RCPSC) and the College of Family Physicians of Canada (CFPC). This position also directs, allocates, and supervises the work of other staff.

Some irregular work hours, including occasional evening and weekend work, is required, and will be scheduled in advance.

KEY RESPONSIBILITIES:

Responsible for the overall administration of the Surgical Residency and Fellowship Training Programs. Administrative and operational functions or processes will include:

• Lead administrator within the Department of Surgery for all training programs that send residents for rotations in surgical disciplines.
• Coordinate the administration of the training programs for General Surgery, Orthopedic Surgery and Surgical Foundations, and oversee the administration of the Clinical Fellowship training programs and subspecialty call.
• Prepare and oversee the master resident rotation schedule and other schedules as needed, ensuring that rotations are covered at all times.
• Coordinate and input trainee call schedules in collaboration with KHSC Switchboard per PARO (The Professional Association of Residents of Ontario) guidelines; make necessary changes as required to Switchboard to accommodate vacation and leave requests.
• Compile and coordinate the distribution of all mid and end of rotation evaluations to individuals on a timely basis and ensure the evaluations are completed.
• Ensure compliance with standards, rules and regulations of the Royal College of Physicians and Surgeons of Canada as they pertain to evaluations, program requirements etc.
• Assist the Program Directors in confidential correspondence and reports related to administrative, academic, and clinical deliverables of the program. This includes document preparation and general coordination of the Royal College of Physicians and Surgeons of Canada regular External and Internal Reviews.
• Coordinate, plan and execute program events, which include, but are not limited to, Educational sessions, Resident Research Day (Ersil Day), Resident Orientations, Resident Retreats, Graduation Dinners, and CaRMS interviews.
• Coordinate guest speakers, including accommodations / honorariums / gifts as appropriate.
• Oversee resident files and portfolios. Coordinate annual and biannual resident meetings with Program Directors. This includes maintaining the files for any resident involved in remediation/probation or disciplinary action.
• Schedule and attend regular Resident Program Committee and Competence Committee meetings. Provide administrative support for the Program Directors, prepare agendas, take

minutes, participate in meeting discussion as required, facilitate, collect, analyze, and synthesize the evaluation and assessment data of the Postgraduate Program. Provide necessary verification and interpretation of the data for Faculty review.
• Compile Teaching Evaluation reports for Faculty and reports of their Academic Half Day Teaching events annually. Compile annual Teaching Evaluation reports for each of the rotations in the training program.
• Coordinate and oversee the organization and scheduling of exams, Academic Half Day, rounds, conferences and other educational activities of the Postgraduate programs. Ensure evaluations of these events are completed and processed timely and accurately.
• Collect award nominations and determine annual award recipients. Prepare and distribute awards and associated monetary funds.
• Support designated residents assigned to either Program Journal Club by responding to questions and concerns.
• Act as a liaison and department contact to residents, to keep Program Directors advised and aware of important matters. Provide one-on-one support to residents, directing them to appropriate resources as necessary. Be familiar with wellness supports for residents through PARO, PGME, KHSC, and Queen's.
• Assist in the coordination of resident electives at external institutions and direct elective and observation inquiries from external institutions to the appropriate divisions.
• Oversee, direct, and allocate the daily work of the Surgery Clinical Fellowship Assistant and Surgery Educational Program Assistant in the function of compiling fellowship trainee applications (national and international), circulating to staff, coordinating hospital credentialing and administering the PEAP if applicable.
• Assist and provide guidance to Faculty particularly as it pertains to the annual recruitment and selection of Surgical trainees. Ensure application files are complete and organize them for circulation. Manage all aspects of both CaRMS recruitment matches including development and ongoing maintenance of a database to provide a final rank list of applicants.
• Hospital Chief Resident delegate - review and confirm to Hospital HR the call stipend submissions for surgical residents and off-service residents rotating in Surgery.
• With the Department Manager and Finance Officer, participate in the development of the annual training budget for postgraduate medical education; manage and oversee the training budget and provide ongoing monitoring of targets and submissions.
• Review submissions from residents for travel support to ensure accuracy and compliance to departmental and university policy. Submit ERS reimbursements for Residents for conference and travel support, with appropriate account information.
• Process and pay invoices for various Postgraduate Program materials, equipment, subscriptions and software licenses, as approved by the Surgery Department Manager.
• Complete financial deposits pertaining to Postgraduate Program events. Follow up and resolve account discrepancies, if necessary.
• Department liaison for CBME in Elentra. To include the orientation and on-going support to faculty and residents on the use of the Elentra system.
• Work with Departmental administrative staff in maintaining the postgraduate program webpages and providing postgraduate program updates in departmental communications.
• Undertake additional duties as required, in support of the program and department.

REQUIRED QUALIFICATIONS:
• Three year post-secondary program in a related field of study (e.g. Business Administration or Education) combined with several years’ related experience in an academic and/or medical environment.
• Knowledge of University policies, procedures and regulations pertaining to the postgraduate medical programs.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
• Manage own work, train, and review the work of the team to see commitments through to completion. Sets work priorities and direction, supporting the team in achieving goals and objectives. Identify opportunities to improve the effectiveness and efficiency of work processes.
• This position requires a high degree of attention to detail and advanced communication skills in order to oversee and input the Hospital Resident on-call schedule, ensuring appropriate coverage and protecting Resident academic commitments.
• Effective analytical and practical problem solving skills to help troubleshoot and resolve administrative and service issues.
• Service oriented perspective.
• High degree of initiative and ability to work both independently and as part of a team in a large and very busy department.
• Advanced organizational skills, and ability to prioritize work and meet deadlines with very frequent interruptions and conflicting demands.
• Ability to identify needs or requests and to provide recommendations for action or instructions, or to gain cooperation in non-straightforward situations.
• Computer skills including use of a variety of software packages (particularly word processing and spreadsheet applications, web‐based technology).
• On-going responsibility for scheduling and assigning work, and monitoring and ensuring the completion of tasks of continuing/term employees (e.g. team lead responsibility).
• Ability to learn new software as necessary, and thrive in a dynamic work environment.
• 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.
• Identify opportunities to improve the effectiveness and efficiency of work processes. Draw logical conclusions and provides opinions and recommendations.
• Communicate with tact, diplomacy, and adherence to strict confidentiality.
• Ability to travel to one National Conference annually.
• Ability to occasionally work outside normal working hours.

REQUIRED QUALIFICATIONS:
• Three year post-secondary program in a related field of study (e.g. Business Administration or Education) combined with several years’ related experience in an academic and/or medical environment.
• Knowledge of University policies, procedures and regulations pertaining to the postgraduate medical programs.
• Consideration may be given to an equivalent combination of education and experience.

Please click here to apply.