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JOB SUMMARY

Reporting to the Department Manager, the MD Program Coordinator is responsible for administering, planning, and coordinating all aspects of undergraduate medical education in the Department of Surgery. The incumbent liaises closely with the Undergraduate Surgery Clerkship Course Director, the Clinical Clerkship Year Director and the MD Program Elective Coordinator.
The MD Program Coordinator will additionally be responsible for maintaining and updating communications within the Department including the departmental website, the departmental newsletter and providing administrative support for the department and special projects, as needed.

JOB DESCRIPTION

• Serves as the MD (Medical Doctor) Program Coordinator for the department by providing administrative support to the MD Clinical Clerkship Year Director and working with the Surgery Clerkship Course Director, to coordinate all aspects of the program.
• Liaises with the Program Assistants in regional (satellite) rotations (Oshawa).
• Builds and maintains relationships with medical students, program administrators and faculty members.
• Assists in coordinating, planning and executing program projects and events which include, but are not limited to, Clerk Orientation, Clerk Bootcamp and evaluation meetings.
• Prepares and oversees the scheduling and logistics of core rotations, elective/selective placements, student clerkships and clinical rotations and other schedules as needed, ensuring that rotations are covered at all times.
• Liaises with the MD Program Elective Coordinator to assess capacity and allocate home, domestic, and international clerkship students to surgical rotations.
• Creates clerk call schedule and ensures students are meeting call requirements, including overnight call participation, as directed by the MD Program.
• Manages clerk call and uploads into hospital Switchboard system so clerks on general and orthopaedic surgery rotations are able to be paged. Monitors and updates for changes as necessary.
• Manages and maintains all clerk leave requests (vacation/personal days, conference, sick leave, religious observances, and approve or deny requests in accordance with guidelines. Provides rationale to clerks on denial of request and provide guidance and advice to clerks on their entitlement.
• Facilitates, collects, analyzes, and synthesizes the evaluation and assessment data of the Undergraduate Program. Provides necessary verification and interpretation of the data for Faculty review. Maintains evaluations and information within the Elentra database and Gradebook in a timely fashion.
• Maintains MEDS: 442 Surgery course page in Elentra and updates with student groups, learning events, evaluations and assessments.
• Coordinates Surgery Clerk Seminar Series on a six-week rotating basis, nine times per 0 year, liaising with faculty, administrative staff, and operations managers while completing room bookings, and setting up videoconferencing technology
• Monitors achievement (logging) of MCC (Medical Council of Canada) learning objectives in compliance with standards laid out by the MD Program.
• Monitors faculty and resident assessments of students in compliance with standards laid out by the MD Program.
• Monitors student duty hours as received from the MD Program. Analyses student duty hours to ensure compliance with MCC Standards. Reports on non-compliance and identifies where non-compliance is occurring within the Department.
• Reschedules missed time, rotations, and call shifts as required due to student leave/illness.
• Assists with exam preparation, mark entry, preparation of course materials/course notes, etc., maintains a filing system to ensure efficiencies and effectiveness.
• Liaises with the MD Program and Postgraduate Medical Education (PGME) offices regularly to remain up to date on policies and procedures and obtain answers to questions from the undergraduate and fellowship programs of the department.
• Liaises with the Postgraduate Medical Education (PGME) office to assist and provide coverage with Switchboard entry and call concerns when the postgraduate program coordinators are unavailable or away.
• Updates Postgraduate Call Schedule with clerk team and call information. Monitors and updates for changes as necessary.
• Provides content for the departmental website, paying close attention to accuracy with frequent review, updates, and announcements.
• Provides content for and creates the departmental newsletter on a quarterly basis, paying close attention to detail. Liaises with both internal and external stakeholders to ensure inclusion from multiple parties, including but not limited to the Department, Research Coordinator, Postgraduate Office, MD Program, Queen’s Health Sciences, Physician Wellness, KHSC, SEAMO, News Outlets, etc.
• Assists the MD Program in recruiting surgical faculty for annual UG educational activities (i.e., Clinical Skills, Admissions, Facilitated Small Group Learning [FSGL]) with support and direction from the Manager, as well as the Department Head.
• Works with MD Program Workforce to ensures that data informing SEAMO (Southeastern Academic Ontario Academic Medical Organization) accountability metrics for UGME activity for each department member are accurate and complete on an annual basis.
• Works with the MD Program Awards Officer, the Surgery Department Head, Research Committee and Undergraduate Surgical Education Committee (USEC) to determine end of year surgery awards and scholarships for clerkship students on the basis of proficiency, effort, performance, standing and research.
• Supports regular committee meetings by scheduling the meetings, preparing and circulating agendas and meeting materials, and taking and circulating minutes of meetings, as required.
• Maintains updated contact lists of students. Responds to routine enquiries and exercises good judgment in dealing with confidential and sensitive information.
• Prepares correspondence, assists in document production, updating and filing, and arranges meetings. Maintains a follow-up system to ensure deadlines are met.
• Receives requests for, and processes, applications for Observerships between surgical faculty and students/external persons, liaises with KHSC Medical Director’s Office for approvals.
• Undertakes additional duties as required, in support of the department.

REQUIRED QUALIFICATIONS:

• University degree or three-year post-secondary program in business administration or relevant field.
• Previous (3 to 5 years minimum) relevant experience. Experience in medical education or within teaching hospitals is considered an asset.
• Knowledge of university structure, policies, and regulations pertaining to undergraduate medical education is considered an asset.
• Knowledge of Queen’s Elentra and PeopleSoft systems is considered an asset.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

• Respect diversity and promote equity and inclusion in the workplace.
• Strong interpersonal skills, as well as excellent oral and written communication skills, to interact with a diverse variety of individuals in a professional manner and to provide clear and accurate information.
• High degree of initiative, as well as the ability to work both independently, and as part of a team. Ability to make independent decisions and determine priorities amid competing deadlines and frequent interruptions.
• Discretion, and adherence to strict confidentiality when handling sensitive matters and material.
• Demonstrated proficiency in medical terminology.
• Demonstrated proficiency in electronic mail, scheduling and presentation software.
• Comprehensive knowledge of Microsoft Windows environment, Microsoft Office (Word, Excel, Access, PowerPoint), experience in web-based technology, and familiarity and ability to maintain a website. Ability to learn new software as required.
• Diplomacy and sensitivity to the needs, cultural differences and challenges of medical residents.

Please refer the Job description for details