Program Coordinator

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

A Brief Overview

Reporting to the Associate Director, Operations, in the Postgraduate Medical Education Office (PGME), the Program Coordinator is responsible for providing administrative support to all special and educational events, the Clinician Investigator Program (CIP), and the Medical Trainee Days (MTD) portfolios.

The Program Coordinator is responsible for coordinating the medical trainee days data collection process working with the Ontario Physician Resource Centre, the Ministry of Health, and all of the medical schools in Ontario, and twelve regional partners, ensuring hospitals receive funding for the learners within their institutions.

The Program Coordinator supports the Clinician Investigator Program (CIP) managing the funding, coordinating committees, the intake process, and supporting the program throughout the accreditation process.

The Program Coordinator provides administrative and logistical support for all special and educational events coordinated by the PGME Office. This includes securing venues, coordinating registration, ensuring events details are communicated to programs and trainees, and conducting evaluations of events to support continuous quality improvement initiatives.

The Program Coordinator serves as a departmental contact and liaison, providing reception coverage as needed as well as perform additional duties as assigned in support of the operational goals of the PGME Office.

This position advises students and serves as the primary contact person by providing resources and/or advice on program details including program registration, course scheduling and/or changes, room bookings, grade calculation, providing learning resources, and course materials. This position provides administrative support including scheduling, filing, exam coordination, office supplies, course changes, degree lists, preparing agendas and/or meeting minutes. This position also supports initiatives including planning and attending recruiting and other events, arranging information sessions, and contacting and communicating with prospective candidates.

Job Description

What you will do

• Advises students including registration, course scheduling and/or changes, room bookings, grade calculation, providing learning resources, and course materials.

• Provides administrative support including scheduling, filing, exam coordination, office supplies, course changes, and degree lists.

• Updates and maintains databases, and analyzes and prepares reports.

• Develops, administers and compiles evaluations and/or surveys including distribution and collection.

• Prepares a variety of communications including general correspondence, marketing materials, and presentations.

• Supports recruiting initiatives including planning and attending recruiting events, arranging information sessions, and contacting and communicating with prospective candidates.

• Coordinates and oversees the execution and/or logistics of other events including information sessions, industry nights, career days, workshops, named lectures and speaker series, orientations and/or alumni events.

• Updates course websites.
• Engages with corporate clients, providing advice and guidance on engaging with students.

• Coordinates and schedules all clinical education sessions including academic sessions, courses and examinations.

• Provides IT setup and basic troubleshooting support for classrooms and other spaces which are not supported centrally.
  

• Coordinates program logistics including workflow, scheduling, communications, and room bookings.

• Performs accounting and bookkeeping activities including assisting with budgets, funding tables, contracts, timekeeping and payroll, reconciliations, and reports.

• Assists with drafting and editing communications including graduate handbooks, career maps, and marketing materials.

• Other duties as required in support of the department and/or unit.

Required Education

• Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent.

Required Experience

• More than 2 years and up to and including 3 years of experience.
• Experience in data, trend analysis and reporting considered an asset.

• Experience in client and/or customer experience functions considered an asset.

• Experience planning, coordinating and/or managing events or promotions considered an asset.

• Experience working at a post-secondary education institution considered an asset.

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.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities.