Academic Program Coordinator

Queen's University; Kingston; On-site; CAD 50,000 - 70,000; Full time

Job summary

Queen's University seeks an Oncology Academic Program Coordinator to support the operations of its Oncology residency programs. This role includes administrative responsibilities, advising students, coordinating events, and ensuring data management. Ideal candidates will have strong organizational skills, experience in program administration, and familiarity with accreditation standards.

Qualifications

• Familiarity with Royal College accreditation standards and PARO contract.
• Experience with administrative tasks related to program management.
• Ability to manage communications and program logistics effectively.

Responsibilities

• Coordinates program logistics including intake, communications, and scheduling.
• Acts as an advisor to students on applications, admissions, and their academic journey.
• Provides administrative support by managing meetings, agendas, and records.
• Coordinates departmental events and communications for stakeholders.

Skills

Organizational skills

Communication

Data management

Education

Bachelor's degree or equivalent experience

Job description

A Brief OverviewThe Oncology Academic Program Coordinator provides administrative support for the day-to-day operations of the Oncology residency programs. Working under the direction of the Program Directors, the Coordinator responds to the specific needs and inquiries of faculty, residents, and medical students related to recruitment and admissions, rotation scheduling, resident assessments, and the evaluation of both faculty and rotations.The Coordinator also supports a range of program-related activities, offering administrative assistance to the Program Directors, Residency Program Committees, Competency Committees, Academic Advisors, and resident trainees, as well as to medical students and off-service trainees rotating through the department.Key responsibilities include, but are not limited to: preparing correspondence and reports; organizing and scheduling resident rotations, electives, observerships, meetings, and departmental educational events (such as seminars, visiting lecturers, research day, and celebrations); preparing agendas and taking minutes; maintaining records and resident files; tracking absences; and preparing and coordinating exams and their results.The Coordinator manages resident and faculty assessments using Elentra and ensures data accuracy through tools such as the MTD tracker. They coordinate the CaRMS (Canadian Residency Matching Service) interview process, oversee resident orientation and program reviews, and liaise regularly with internal and external stakeholders, including the PGME Office, KHSC Medical Affairs, the College of Physicians and Surgeons, and PARO (Professional Association of Residents of Ontario).Familiarity with Royal College accreditation standards and the PARO contract is essential. The incumbent may also be assigned to support other departmental education programs or initiatives, as directed by the Department Head and/or Department Manager.This position coordinates program logistics including intake, ongoing communications, and scheduling. This position acts as an advisor to students including applications, admissions, enrollment, course selections, transfers, accommodations, course materials, exam issues and eligibility to graduate. This position provides administrative support to the department including meeting coordination, agendas, minutes, updating records, and mail distribution. This position also acts as the first point of contact and administers and records scholarships, bursaries, and awards, and performs accounting and bookkeeping activities including accounts payable, expenses, awards, records, and reports.

What you will do

• Coordinates program logistics including intake, fee collection, ongoing communications, monitoring attendance, and scheduling.
• Acts as an advisor to students including applications, admissions, enrollment, course selections, transfers, accommodations, course materials, exam issues and eligibility to graduate.
• Acts as the first point of contact and administers and records scholarships, bursaries, and awards.
• Provides administrative support to the department including scheduling, coordinating meetings, room and equipment booking, agendas, minutes, updating records, mail distribution, office supply inventory, and transcription review.
• Coordinates events including school fairs, orientations, information sessions, webinars, seminars, training days, lectures, debates, conferences, award presentations, parties, social functions, and fundraising activities.
• Coordinates communications, including announcements, routine correspondence, website updates, and, promotional materials.
• Collects, records and enters grades.
• Generates statistical data for enrolment purposes.
• Updates and maintains course websites.
• Coordinates domestic and international travel for staff.
• Coordinates distribution of exam material for undergraduate exams.
• Arranges and tracks guest-speaker gifts.
• Tracks training for faculty, staff, researchers, post-doctoral fellows and, graduate students.

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