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. The curriculum is delivered in customized ways at each of our locations with a shared result of educating competent and capable physicians with the skills to practice Family Medicine anywhere in the world.

Reporting to the Manager of Education and under the direction of the Queen’s-Kingston and the Thousand Island (KTI) Site Director, and the Education Director, the Site Program Coordinator is responsible for the planning and administrative duties relevant to the operation of the Family Medicine Residency Program at the Kingston and the Thousand Island Site. This position is located in Kingston, Ontario. Examples of duties include but are not limited to resident rotation scheduling, academic day planning and running, communication with residents and preceptors, and account administration. This position is responsible for supporting the delivery of core educational programs and special projects as needed in support of the Department of Family Medicine. The incumbent will compile, process, and disseminate information both within the site and to the other sites, and will possess strong interpersonal and communication skills in their daily interaction with internal and external contacts. The Site Program Coordinator will be responsible for the coordination and scheduling of video- and teleconferencing sessions as required. The incumbent will also provide, as needed, support to the Central Program. The ability to work independently and as a member of a team are both requirements for this position.

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

KEY RESPONSIBILITIES:

Administrative:
• Provide academic support to the site director, organize academic days, resident/preceptor schedules, and evaluations/assessments.
• Build and maintain relationships with residents, preceptors, and preceptor administrators and facilitate prompt reimbursement for teaching.
• Build and maintain relationships with program staff.
• Maintain regular and timely communication with residents and preceptors.
• Act as the face of Queen’s Family Medicine at the KTI Site. Act as support for site committees including venue booking, catering, and organization of agendas, material, minutes, and dissemination thereof.
• Perform administrative duties, including initiating or preparing correspondence, coordination of special events, meetings and conferences, screening calls and visitors, monitoring and ordering office supplies, record keeping, preparing minutes, and administering special procedures within the KTI site such as the development and maintenance of resident rotations and budget reporting.
• Ensure information is accurate, accessible, and current.
• Support the residency candidate interviewing and matching process for the KTI site.

Preceptors:
• Build and maintain a database of community preceptors and their office support staff. Liaise with Faculty Coordinator and Finance staff to process adjunct appointments ensure payment information is correct.
• Liaise regional Health services in the area to ensure staff appointments and credentialling of residents is prepared and maintained
• Coordinate meetings with Specialty Lead Preceptors and site committee members.
• Submit expenses and payments for preceptors.

Assessment:
• Set-up and program rotation schedules using Queen’s Education platforms
• Maintain the evaluation process and manage workflow on Elentra, sending out bulk and individual evaluations to preceptors according to program rotation schedule.

Special Projects:
• Draft documents relating to internal reviews, accreditation, or other special projects, as required.

Other:
• Provide assistance to the DFM in support of the overall Family Medicine Residency Program.
• Travel as required for program meetings and special events.

Communication:
• Compile, process, and distribute information to residents, faculty, administrative personnel, committees, and subcommittees.
• Provide access to data and disseminate information through the production of publications and report writing.
• Respond to inquiries from various stakeholders (current and potential residents and preceptors, Departmental colleagues and supervisors) on a timely basis.
Act as resource person and contact for the Family Medicine Residency Program at the KTI Site. Research or synthesize answers to questions and solve administrative problems within guidelines. Refer complex problems to senior DFM staff when necessary.
Promote and market the KTI Site program to potential residents by setting-up and staffing a booth and attending local, provincial, and national meetings, conferences, or other special events.

Finance:
• Prepare and submit reports and documentation for preceptors to Queen’s Finance and funding partners (ROMP, ERMEP, NOSM, QREN), track and maintain records and reports from funding partners, provide the Queen’s School of Medicine’s Regional Education office quarterly reports on breakdown of funding for specialty preceptors and teaching sessions.
• Coordinate contact and confirmation of electives and Rural Rotations. Prepare documentation for rotations, liaise with funding partners to confirm resident accommodations and travel stipends and preceptor payments.
• Submit and track expenses for travel and educational allowance purposes to DFM Finance.
• Work to stay within site budget. Coordinate office supplies for site through Acquire system.
• Provide assistance in the preparation and in the administration of budgets. Coordinate invoice and payment process for community preceptors. Coordinate reimbursements for Site costs and expenses according to Departmental policies.

Scheduling:
• Rotation Schedules: Build and maintain individual schedules for residents. Liaise with residents and community, specialty, and family medicine preceptors.
• Manage and maintain resident holidays, professional days, and sick days, manage academic days and travel times. Provide assistance with residents coming from other sites.
• Academic Days: Create and manage academic day schedule including booking, coordination, and confirmation of speakers and residents regarding academic sessions. Prepare and disseminate session information, materials to residents prior to session, coordinate evaluations for sessions, coordinate meeting rooms (including set-up of room), presentation equipment, and catering when required. Submit and manage payments for academic teaching. Set up, send, and summarize teaching evaluations and ensure data from the evaluations are entered into databases appropriately.
• Event Coordination: Plan and coordinate Site-specific events. Prepare invitations, book meeting space, coordinate catering, awards, printed materials, presentation equipment, including orientation month, graduation, SOOS etc. This also includes set up and tear down of events (moving boxes, chairs, tables, and catering).

Information Management:
• Schedule and organize videoconferencing sessions originating from the Department and coordinate these with community teaching sites, support will be provided to presenters before, during, and after the sessions with respect to the use of equipment.
• Coordinate the implementation of enhancements of new technologies.
• Provide support for residents and preceptors for educational technology.

Other:
• Other duties as assigned in support the Department of Family Medicine Residency Program.
• Assist in the maintenance of the KTI section of the website by ensuring information is accurate and up to date on the website.