Academic Program Coordinator

Queen's University; Kingston; On-site; CAD 55,000 - 85,000; Full time

Job summary

Queen's University requires an Oncology Academic Program Coordinator to support Medical and Radiation Oncology residency programs, undergraduate medical education, and fellowship activities. The role collaborates with program directors, residents, fellows, faculty, and students to coordinate schedules, recruitment, exams, and documentation.

Responsibilities include managing rotations, member communications, committee logistics, policy updates, and compliance with accreditation standards, PARO,

Qualifications

• Strong organizational skills and attention to detail for busy residency programs.
• Effective communication with learners, faculty, and external partners.
• Ability to manage multiple priorities, deadlines, and confidential information.

Responsibilities

• Develop and maintain resident rotation and learner schedules; manage placements and records.
• Coordinate recruitment, CaRMS interviews, onboarding, exams, and graduations; maintain confidential files.
• Organize residency committee meetings, academic activities, and documentation; support policy maintenance.
• Ensure accreditation and compliance documentation, audits, and required reporting are up to date.

Skills

Excel proficiency

Organization

Communication

Attention to detail

Problem-solving

Discretion

Tools

Elentra

Outlook

Job description

A Brief Overview

The Oncology Academic Program Coordinator provides administrative and operational coordination for the Medical Oncology and Radiation Oncology residency programs, with additional support for undergraduate medical education and fellowship activities. Working under the direction of the Program Directors, the Coordinator is the primary administrative resource for the programs and works closely with residents, fellows, faculty, medical students, off-service trainees, and internal and external stakeholders.

The specific tasks of this role revolve around medical education administration and training coordination within the Department of Oncology, such as:

• -Program Scheduling: The Coordinator is responsible for developing, maintaining, and continuously updating day-to-day resident rotation and learner schedules, supporting all program objectives. This includes assigning clinical placements for residents, fellows, off-service trainees, medical students, and observers in Excel; communicating placement information to learners and preceptors via Outlook; and maintaining accurate records for Medical Trainee Data (MTD) reporting and year-end summaries.
• -Residency Program Administration: The Coordinator supports and coordinates the resident academic cycle from intake, through ongoing training, to program completion. Responsibilities include coordinating recruitment efforts, CaRMS interviews and ranking, onboarding and orientation activities, examinations and results, resident meetings, electives, leave requests and absence tracking, graduation, and other academic requirements, as well as maintaining accurate confidential resident files and documentation. The Coordinator manages program information and assessment activities within Elentra, including coordinating the revision and maintenance of residency program policies and other program-related documentation, creating and coordinating resident and faculty assessments, monitoring completion, and following up on outstanding assessments and requirements. The Coordinator ensures that program information is current, accessible, and appropriately organized.
• -Committee Meetings and Educational Activities: The Coordinator provides administrative planning and coordination for Residency Program Committees, Competency Committees, Academic Advisors, and other program meetings, including preparing and distributing agendas and minutes. The Coordinator coordinates the schedules and logistics of educational activities such as Academic Half Days, seminars, rounds, visiting lecturers, research activities, and other teaching sessions. The incumbent may also be assigned to support other departmental education programs or initiatives, as directed by the Department Head and/or Department Manager.
• -Accreditation and Compliance: The Coordinator supports the program's compliance with requirements related to Royal College accreditation, the PARO contract, and institutional policies and processes. This includes monitoring and maintaining documentation of program requirements and collating information from internal and external sources to support regular internal reviews and the residency program accreditation process.

The Coordinator liaises extensively with Program Directors, faculty, residents, fellows, medical students, other residency programs, the UGME/PGME Offices, Regional Education, KHSC Medical Affairs, the College of Physicians and Surgeons of Ontario, PARO (Professional Association of Residents of Ontario), and other institutional and external partners.

The position coordinates multiple program activities concurrently throughout the academic year. The role requires strong organization, attention to detail, communication, discretion, prioritization, follow-up, and independent problem-solving, with the ability to recognize when an issue requires escalation to program leadership. Familiarity with medical education at Queen's, such as Elentra, PARO guidelines, and UGME/PGME processes, as well as data management, would be considered an asset. Excel proficiency is an asset.

The responsibilities described above are specific to the Department of Oncology and supplement the broader responsibilities of an Academic Program Coordinator job family, outlined below.

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.

The schedule for this position requires the incumbent to work variable hours, including regular attendance at early morning meetings.