Reporting to the Manager of Education, the Senior Program Coordinator plays a key support role in the delivery of the Queen’s Family Medicine Residency program. The Senior Program Coordinator is responsible for providing leadership and operational support to the Education Office. This includes short and long-term planning, complex administrative support activities, development and coordination of the rotation schedule including providing guidance to staff on scheduling activities, advice to residents and faculty on program regulations and policies, and oversight of both preceptor payments and external partner reimbursements.

The successful Family Medicine Residency Program at Queen’s University is designed using the CFPC’s “Triple C” Curriculum model (founded on Comprehensive care, Continuity of care and of education, and Family Medicine Centred learning) and is innovative, customizable, and responsive to patient and societal needs. With a decade of experience in delivering Competency-Based Medical Education (CBME), Queen’s Family Medicine is at the forefront of medical education in Canada. This award-winning two-year program is offered at four primary training sites: Kingston and 1000 Islands, Belleville-Quinte, Peterborough-Kawartha, and Queen’s Bowmanville-Oshawa-Lakeridge. The curriculum is delivered in unique ways at each location with a shared goal of preparing residents to graduate as capable and versatile Family Physicians with the skills to practice anywhere in the world. The Program received full accreditation from the College of Family Physicians of Canada (CFPC) on it’s most recent accreditation in 2018.

KEY RESPONSIBILITIES:
• In collaboration with the Manager of Education, participate in short and long-term project planning to improve the operations of the Education Office. Examples of key projects include exploring, evaluating, and implementing IT solutions to support scheduling and the development of process and procedure documentation.
• Assist in the preparation of reports related to administrative, academic, and clinical deliverables of the Education Program.
• Provide administrative support to Committees including the Postgraduate Education Committee and the Postgraduate Education Site Committee for the Kingston-1000 Islands (KTI) Site including setting meeting agendas, compiling meeting minutes, and communicating action items including follow-up as required.
• Maintain awareness of policies and procedures that impact upon these committees as well as the Education Program as a whole.
• Provide support to residents and faculty preceptors by advising on various Residency program regulations, policies, and procedures.
• Support the Education Team with office administration activities by providing leadership, guidance, and support.
• Create and coordinate the KTI Site Resident Rotation Schedules and maintain and disseminate the schedule (including any subsequent changes) to key stakeholders. This requires regular oversight and review to ensure adjustments are made to accommodate changes in clinic scheduling, resident and preceptor requests (where possible), and other changes such as remediation, suspension, probation, and leaves of absence. This process involves frequent engagement with clinic staff, KTI Site faculty preceptors, and staff and preceptors in in community offices to ensure availability of rotation time and suitability of proposed schedules.
• Provide oversight and guidance to the KTI Site Program Coordinators in the development of the horizontal schedule for Kingston PGY1 & PGY2 residents and the rotation schedule for Enhanced Skills Residents. The creation of the Enhanced Skills rotation schedule must also be coordinated to accommodate PGY1 & 2 scheduling requirements and parameters.
• Provide oversite and support to the academic teaching program for the KTI Site.
• Act as liaison to the office of the Associate Dean, Postgraduate Medical Education, with respect to residents in difficulty and on remediation, probation, or suspension.
• Act as main point of contact for Lead Residents from all sites for stipend payments and coordinate the annual election of the Program Lead and KTI Site Lead Residents.
• Provide guidance, advice, and assistance to the Residency Education Team on resident standing and progression including CFPC completion, letters of good standing, confirming resident eligibility for certification exams and training etc.
• Oversee preceptor payments for resident education. This includes tracking the submission of preceptor payments and the submission of invoices to regional education offices (Rural Ontario Medical Program, Eastern Regional Medical Education Program and Queen’s Regional Education Network) to ensure all required payments are made.
• Ensuring that the Department is also properly reimbursed for rotations funded by the external partners listed above.
• Provides technical/functional guidance to staff, particularly ensuring all timelines and requirements are met for the KTI Site. Provide recommendations when additional support is needed.
• Review workload and work distribution among KTI Coordinators and provide coaching, feedback, and support to employees. Provide input on work performance to management staff. Escalate unresolved performance and/or disciplinary matters to management.
• Provide orientation and on-the-job training to employees in the unit.
• Encourages and seeks out process improvement ideas from Education Team.
• Be a key contributor to building a supportive, engaged, and positive work environment.
• Regularly review the various KTI Site budgets to ensure projections and expenses are accurate.
• Build collaborative working relationships with community stakeholders including preceptors, hospital contacts, and clinic contacts.
• Contribute to ongoing improvement efforts, response to changes, and help prepare for potential growth of the Education Program.
• Undertake other responsibilities as required.

SPECIAL SKILLS:
• Able to promote diversity and inclusion in the workplace
• Strong attention to detail and high level of accuracy.
• Ability to work independently and as part of a team.
• Strong analytical and problem-solving skills to assist in finding most efficient solutions.
• Diplomacy and sensitivity to the needs and challenges of medical residents
• Proficiency with office software packages and computer skills including advanced knowledge of spreadsheet and database programs. Ability to learn new software packages, as required
• A sound knowledge of University policies and procedures is considered an asset.

DECISION MAKING:
• Demonstrate good judgement, balancing individual concerns, privacy, program quality assurance, and individual safety.
• Based on direction of the Department, interpret policy or analyze procedures and advise about needed changes or amendments.
• Make daily operations decisions and resolve administrative problems within guidelines.
• Determine when to refer problems or sensitive issues to the Site Director(s) or Manager of Education.
• Recommend new procedures or changes to existing procedures in order to positively impact the operations of the Education Office.
• Ensure critical deadlines are met while maintaining a high degree of quality and recognize and communicate when additional support is needed.
• Decide when new information calls for further action, such as distribution or verification. If appropriate, choose report format and decide who should receive it.
• Set priorities and determine which projects require the most attention. Make recommendations toward the implementation and enhancements of new technology.
• Determine priorities and makes decisions about staff utilization and the assignment of work to achieve optimum efficiencies and productivity.
• Support employees’ training needs and make recommendations for internal or external training for Education Team members to attain proficiency.
• Monitor and assesses output and the quality of employees’ work and recommends need for formal training or development plans to management.