Reporting to the Department Manager, the Academic Program Coordinator is responsible for the day-to-day coordination of the academic educational activities in the Department of Oncology. This includes assisting the Program Directors of the Medical and Radiation Oncology residency training programs in the Department of Oncology, to ensure that all objectives of the programs are met and that the programs function within the structure outlined by the accreditation standards of the Royal College of Physicians and Surgeons of Canada (RCPSC).

The incumbent is also responsible for the administration and operation of postgraduate, undergraduate and continuing medical education activities within the department. These tasks include the completion of complex administrative duties in support of the department, specific projects, and/or senior administrators.

The Academic Program Coordinator also provides administrative support to the Program Directors from both Medical and Radiation Oncology post-graduate programs, as well as the Undergraduate Program Director.

• KEY RESPONSIBILITIES:
• Coordinate activities and resources in support of the postgraduate and undergraduate programs
• Create and maintain master rotation and teaching schedules, ensuring that all objectives of the programs are met, and the programs function within the structure outlined by accreditation standards
• Keep all educational program materials up to date; make revisions as required and ensure these are distributed in an appropriate fashion
• Coordinate clinic schedules and prepare orientation for oncology residents, senior medical students, visiting electives (both undergraduate and postgraduate) and residents from other programs and departments
• Liaise extensively with and act as a resource for students, Residents, Program Directors, Divisional and Department Heads, Postgraduate Medical Education (PGME), Queen’s Medical School, Continuing Professional Development, Regional Education, and the Faculty of Health Sciences offices
• Prepare and delegate resident and staff evaluations via the Elentra Assessment and Evaluation system
• Prepare and assist with pre-survey questionnaire (PSQ) – a key source of information for surveyors from the RCPSC, to conduct regular and internal reviews that determine residency program accreditation
• Coordinate, plan and execute Royal College accreditation meetings with all faculty members.
• Coordinate program events and meetings. Maintain a concise ‘bring forward’ file of various anticipated events and functions scheduled throughout the year
• Gather, process, and distribute information as appropriate, this includes gathering background information for meetings, establishing a system for organizing meetings, recording and processing minutes,
•   completing post-meeting correspondence, etc.
• Coordinate CaRMS interview process for both Medical and Radiation Oncology programs, which includes printing and distributing application packages, communicating with all applicants, coordinating the  interview day, and submitting candidate rankings to CaRMS
• Ensure maintenance of resident’s office, computer equipment, confidential lock codes and general professional well-being of residents and students
• Report medical trainee data every quarter to support hospital funding
• Process resident leave requests, maintain absence log
• Develop and execute various forms
• Coordinate, prepare and distribute information of rounds, conferences, exams, seminars, video conferences and all other educational activities. Set up and troubleshoot, if necessary, all audio-visual equipment
• Coordinate Oncology Grand Rounds including liaising with visiting speakers, industry representatives, obtaining Conflict of Interest declarations, presentation title and learning objectives for announcements, making reservations/accommodations, preparation of travel reimbursements. Distribute evaluation requests and summaries
• Coordinate, maintain scheduling, advertise and distribute materials for other teaching and/or Continuing Medical Education schedules including: Academic Half Days, Division of Radiation Oncology Continuing Medical Education, Medical Oncology Journal Club, Pharmacology Lecture Series, Resident Rounds and other special ad hoc rounds
• Prepare and execute annual Oncology Trust Fund letters to industry representatives, complete on-line funding applications, maintain log of incoming support funds, ensure funds are deposited, coordinate preceptorships
• Support Medical and Radiation Oncology training programs at quarterly and ad hoc meetings, as well as two sub-committees. Record and produce minutes from all meetings
• Coordinate mock examinations for senior residents, written examinations for all residents
• Act as IT Admin rep for Queen’s account holders and maintain an employee NetID listing
• Undertake additional duties or special projects as required in support of the department