Program and Event Coordinator

Job content

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.
We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.
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Job Summary
The Family Medicine Residency Program at Queen’s University is an innovative and customizable two-year residency program fully accredited by the College of Family Physicians of Canada. The curriculum follows the CFPC’s “Triple-C” Curriculum model (Comprehensive Care, Continuity of Care and education, and Learning Centered in Family Medicine). Within a rapidly changing context, and with a decade of experience of Competency Based Medical Education, Queen’s Family Medicine has a proven track record as a leader in medical education. 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.

Reporting to the Manager of Education, Department of Family Medicine, and liaising with the Postgraduate Program Director, the Program and Event Coordinator is responsible for leading the residency recruitment process, coordinating events and retreats for residents, providing general administrative support to each of our four sites, as well as coordinating all aspects of the accommodations process for residents.

Note: This position will require occasional travel and require the incumbent to occasionally work flexible hours, including evenings and weekends.
Job Description

KEY RESPONSIBILITIES:
Support for Distributed Sites:

• Serve as a central point of contact for the distributed sites, providing professional guidance to team members and faculty members ensuring the use of best practices and following accreditation and ethical standards in program planning.
• Work with the Site Coordinators to ensure all processes are documented and receive ongoing training in the operation of each of the sites.
• Provide coverage for Site Coordinators during absences

Program & Event Support

• Assist in the coordination of the Postgraduate Education Committee (PGEC) including: coordinating and scheduling meetings, compiling data, reports and preparing correspondence, along with providing general administrative support to maximize the efficiency and effectiveness of the unit,
• Special projects as directed by the Manager of Education or Program Director
• Disseminate information about the program by developing and preparing content on the Department of Family Medicine website for internal and external candidates, along with integrating social networking tools in support of resident recruitment. Update marketing materials such as posters and brochures by working with the Communications Coordinator and Queen’s Marketing and Communications.
• Coordinate the first and second iterations of the CaRMS (Canadian Residency Matching Service) recruitment process for Postgraduate Education. Duties include organizing applicant file reviews, CaRMS event organization, applicant interview set-up and administration, scheduling faculty interviewers and interviewees and post interview follow-up communication.
• Provide expertise to the planning and coordination of the recruitment process for International Medical Graduates (IMG) through the CaRMS matching service, attendance at the annual information day, and organization of the file review and interview process.
• Plan and coordinate the resident events, such as the graduation celebration,
• Plan and coordinate resident retreats including Temagami wilderness session and Camp Oconto academic experience. Create agendas, safety plans, food and beverage, venue arrangements etc.
• Assist in overseeing event budgets, timelines and other aspects of events. This includes ensuring that events are delivered on time, within budget and with a high degree of guest satisfaction.
• Provide back-up support for Academic Day activities.

Accommodations:

• Responsible for arranging the set-up of accommodations for residents including travel to site, locating available accommodation, negotiating lease and rental agreements, purchasing/renting furnishings, appliances and other household items.
• Ability to perform physical activity in support of the duties, which may include light lifting and transportation of household items.
• Arrange for amenities such as telephone, cable, internet and utilities for each accommodation.
• Serve as first point of contact for issues or concerns related to accommodations or amenities. Act as liaison with the superintendent, owner or property management company of the accommodation and are responsible for resolving related issues, working in conjunction with regional administrators.
• Arrange for resident access to accommodation and parking.
• Organize regular on-site inspections of accommodations. Identify need for refurbishment, cleaning, repair, etc. and make appropriate arrangements.
• Undertake other duties as assigned in support of the department.

REQUIRED QUALIFICATIONS:

• Four-year post-secondary program or university degree in Education, event coordination, business administration or relevant field combined with a minimum of three (3) years of related experience.
• Administrative experience and skills including advanced computer skills using various software packages.
• Must be available to travel to off-campus events and to on-site visits of the accommodations.
• Valid G Class driver’s license required.
• Knowledge of university and hospital structure, policies, procedures, and administrative systems considered an asset.
• Experience with event/project planning would be considered an asset.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

• Promotes diversity and inclusion in the workplace.
• Strong interpersonal and communication skills both verbal and written to interact with a wide variety of people in many different contexts. This is important both for working with residents, staff, and faculty, and for liaison duties where information must be clearly and accurately relayed.
• Attention to detail.
• Proficiency with the following software applications: Microsoft Office including Word, Excel, Outlook, PowerPoint, Access, and Teams. Experience working with web editing software, database and accounting software preferred. Ability to learn new software packages as required.
• Analytical and problem-solving skills to help resolve administrative problems and to maximize efficiency.
• Strong attention to detail and high level of accuracy.
• Ability to focus despite frequent interruptions, which may require constant reprioritization of tasks and duties.
• Organizational and time-management skills to manage multiple projects with multiple deadlines. Ability to set priorities and implement innovative recruitment strategies based on research and surveys.
• Diplomacy and sensitivity to the needs and challenges of medical students.
• Ability to adhere to strict confidentiality.
• Ability to work with minimal supervision.

DECISION MAKING:

• Make recommendations towards the updating of content for the website as well as promotional and marketing materials.
• Decide when new information calls for further action, such as distribution or verification. When appropriate, choose report format and decide who should receive it.
• Determine the content of draft correspondence and minutes of meetings, including the preparation and distribution of agenda material.
• Decide on application of university and hospital procedures as they affect faculty, staff, and residents.
• Provide information to students, staff, and others who require data or suggestions. Determine best way to present answer and decide whether questions should be redirected to others.
• Make decisions to support committee function. Determine content and format of draft correspondence and minutes, ensuring it meets the standards of the department/unit.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.
The University provides support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant’s accessibility needs. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at hradmin@queensu.ca .