Description:
A key factor to being successful in this extremely fast-paced role is enjoying analytical work, being organized and have an extremely strong ability to handling shifting priorities.
This position also acts as Program Coordinator for the Canadian Resident Matching Service, which has a peak activity time of November to March, yearly. The incumbent will handle constant, multiple, shifting priorities while working within the framework of the University of Calgary policies and procedures, as well as regulations of the College of Physicians and Surgeons of Alberta and Alberta Health Services. While providing exceptional customer service and administrative skills, you will often be called upon to exercise judgment within these established guidelines.
There are periods of high volume with varying complexity with strict deadlines.
Position Description
Summary of Key Responsibilities (job functions include but are not limited to):
Program Coordinator Responsibilities:
- Academic
- Develops a timeline of tasks/rotations to support the annual residency cycle and coordinates with other PAs regarding the scheduling of off-service rotations and residents.
- Organizes logistical aspects of academic teaching including room-bookings, securing, and setting up equipment, seminar scheduling, room booking, securing, and setting up equipment, document residents' attendance, and administer presenter assessments.
- Assists residents in planning and scheduling retreats
- Distributes assessment forms, tracks attendance for educational activities such as Academic Half Day and journal clubs
- Coordinates orientation for incoming residents including creating and maintaining orientation manuals
- Assists in the preparation and updating of the residency handbook
- Coordinates and distributes resident teaching activities
- Works with PGME to plan and schedule in-coming elective residents
- Schedules and coordinates resident examinations including mock written and OSCE examinations, STACERS
- Supports the program to conduct trainee evaluation process via one45, eportfolio, FMeCAP
- Tracks resident assessments, remediations, probations
- Organizes formal progress review meetings for the PD with each resident
- Works with RCI/Rural Initiatives to schedule rotations within rural Alberta if needed
- Competency Based Medical Education
- Coordinates, attends, and records minutes (if needed) during Competency Committee meetings
- Attends implementation and pre-launch CBD meetings
- Tracks, updates, and generates reports on trainee progress
- Collaborates closely with Academic Advisors, CC Chairs, CBD Coordinators, and other faculty
- Schedules and organizes CBD sessions with the CBD Lead
- Residency Program Committee
- Schedules RTC meetings and circulates agendas
- Records, edits, and distributes meeting minutes
- Compiles confidential data to produce reports, (general and statistical) tables and records to support the work of the RTC
- Organizes additional meetings as required
- Supports other faculty and staff as required
- Accreditation
- Works with the Program Director to ensure the program satisfies the accreditation requirements of RCPS and CFPC
- Serves as primary contact for the logistical aspects of the program accreditation processes including document preparation, scheduling, meeting space and catering
- Assists in the preparation of Internal Review Questionnaire (IRQ) for any internal reviews
- Collects and uploads data to the CanAMS platform and works with the Program Director to ensure all required documentation is available in advance of an external review
- Meets with the survey team at the time of an external review