Education Program Coordinator

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Job Summary

Reporting to the Head of Department of Pediatrics (DOP), the Educational Program Coordinator (EPC) plays a vital role in both undergraduate and postgraduate medical education programs.

The Education Program Coordinator will act as an advisor and consultant to the Program Directors, Postgraduate Residency Program Committee, Competency Committee, Faculty Development leads, and Academic Advisors. In addition, they are responsible for supporting the Residency Training Program and the Program Director (PD), Clinical Fellows and the Fellowship Program Director(s), Medical Students and Undergraduate Medical Education Director, and working with regulatory, educational and accreditation bodies as required.

The EPC will play a leading role in the adoption, development, and on-going refinement of competency-based models of Pediatric residency and fellowship education. The EPC activities include developing and refining assessment and evaluation tools and processes, and educating and orientating faculty, residents, and program administrators to the assessment and evaluation systems. They are expected to participate in scholarly activities with the preparation of statistical and qualitative reports and/or presentations for internal and external stakeholders. There is also an administration component to manage the various details of the pediatric residency, fellowship, and undergraduate medical programs. The EPC will work closely with the postgraduate committees, faculty, residents, and administrative staff to support the training programs.

Job Description

KEY RESPONSIBILITIES:
Academic supports:
• Contribute to discussions to determine short/long term goals and coordinate the effective on-going improvements to competency-based models of DOP’s educational programs.
• Provide assessment recommendations to the education leaders on the development and continuous improvement of their education programs.
• Facilitate the development of the individuals for coordinating the transition of all assessment and evaluation tools to the on-line ‘Elentra’ system. This includes the development and update/refinement of electronic tools for use with the new system as needed, setting up form distribution protocols, mid and end of rotation reminders, tracking completion rates and the up-loading of rotation schedule and archival data from resident and fellows files.
• Oversee the planning, development and maintenance of Assessment documents required for the accreditation process, across programs.
• Advise and consult with program leaders ensuring all programs upload and utilize Entrustable Professional Activities (EPAs).
• Work collaboratively with the Postgraduate Medical Education (PGME) office to bring in processes and alignments with existing rules and regulations.
• Facilitate and support research and scholarship activities within the DOP relating to CBME (e.g., lead the collection, analysis and synthesis of evaluation and assessment data, and interpret results for presentation in written internal reports).
• Take leadership in liaising between the DOP, PGME office, and others to optimize CBME (faculty education leaders, Elentra developers, others).
• Attend PGME-wide workshops and meetings (e.g., Postgraduate Medical Education Committee, CBME Assessment Subcommittee, and program administrator meetings) related to CBME and PGME more generally and communicate outcomes back to program, actioning adjustments to program organization and implementation based on these outcomes in collaboration with education program leaders.
• Assist in designing and facilitating faculty, resident, fellow, and program leader workshops / resources relating to CBME implementation and on-going improvement.
• Perform other duties as required.

Administrative supports:
Perform administrative support duties to the program
• Academic administrative support to the Director of the Pediatric Residency PD and Fellowship PD.
• Support the UGME Director with scheduling, correspondence, and liaison with the Office of Undergraduate Medical Education.
• Support the Residency Training Program Director with scheduling, correspondence, and liaison with the Office of Postgraduate Medical Education.
• Prepares confidential correspondence and reports related to administrative,
academic, and clinical deliverables of the programs
• Central point of reference for phone calls, emails, and in-person inquiries
• Preparing correspondence and reports, including sensitive and confidential materials
• Assisting in the formatting, publishing, and distribution of program related documents, such as policy documents, rotation objectives, and course notes
• Coordinate the review of program policy documents and Terms of References.
• Respond to inquiries from residents and staff, redirect complex problems to senior staff
• Prepare agendas, and take, transcribe, and distribute minutes, and compile and research meeting material for Residency Program Committee meetings and Competency Committee Meetings as needed.
• Coordinate the annual resident leadership selection processes (e.g., Chiefs, committee representatives)
• Schedule exams (e.g., orals, mock orals, OSCEs), which may include recruiting and booking examiners, and locating and booking rooms for exams
• Aid residents in completing forms or providing policy guidance for financial reimbursement for travel, conferences, and other activities.
• Update website (as required, and if applicable).
• Resident Call coverage – ensure resident call is coordinated, updating the schedules accordingly and working with KHSC Switchboard Coordinate and maintain the annual rotation scheduling for residents as needed.

Coordinate and maintain the annual rotation scheduling
• Manage rotation schedules for residents, medical students, and visiting elective trainees, in collaboration with the Residency Program Director and Undergraduate Course Coordinator(s) as needed.
• Handle elective inquiries from external residents and universities
• Oversee vacation and leave requests in coordination with trainee leads and rotation supervisors; Coordinate formal leaves with the UGME and PGME Office (medical leaves, parental leaves, others).
• Organize and document resident/faculty meetings and follow-up on action items
• Communicating with faculty, hospital and support staff, the Regional Education Office, and external hospitals and clinics regarding training logistics.
• Support residents with training-related issues and liaise with hospital sites and stakeholder organizations (PGME Office, Hospital Medical Affairs Office, other)
• Be familiar with the relevant components of the PARO-CAHO (The Professional Association of Residents of Ontario) contract, regarding leave, call, and other needs.

Coordination of the collection and compilation of resident assessments and faculty/rotation evaluations
• Coordinate, distribute, and collect medical student, resident, fellow, faculty, rotation, and program evaluations and feedback using Elentra and Qualtrix, including assessments, rotation feedback, and CQI-related evaluations.
• Assist in creating / distributing surveys (e.g., within the department, with trainees, following an event, other) and compile feedback for review
• Share evaluation reports with stakeholders in accordance with UGME and PGME policies.
Manage Registration and Records
• Manage the annual registration for new, returning, elective, and international trainees in alignment with UGME and PGME policies and timelines.
• Track and monitor trainee absences.
• Assist the Program Directors in tracking remediation and probation plans.
• Collect and maintain trainee data.
• Handle retention of departed trainee files in collaboration with the UGME and PGME Office.
• Respond to information requests from the Department, UGEM and PGME offices, SEAMO, the Faculty of Health Sciences, and others.
• Track program-related expenses, including resident education fund applications and approvals.
Organize meetings/special events
• Coordinate the annual program orientation for new incoming trainees
• Coordinate the annual recruitment and selection process; which includes
maintaining program content, brochures and printed material as required;
and taking into consideration advertising, and admissions processes
• Coordinate educational seminars/teaching topics
• Organize educational events and sessions, including logistics, materials, technology requirements, and evaluations.
• Guest speakers – coordinate accommodations / honorariums / gifts for guest speakers invited to the department for teaching as needed
• Coordinate graduation / convocation for graduating resident group including the year-end departmental awards ceremony.
Canadian Resident Matching Service (CaRMS)
• Update program descriptions with current contacts, selection criteria, curriculum, and training sites
• Manage CaRMS applications and interviews via the online portal
• Screen residency applications and schedule interviews with applicants and program staff across institutions
• Organize program information sessions and maintain communication with applicants throughout the process
• Support the Resident Selection Committee, collate file review and interview scores and reports.
• Handle applications from non-CaRMS applicants.
Assist with the process of accreditation by the Royal College of Physicians and Surgeons of Canada
• Support accreditation by maintaining documentation and entering data into CanAMS.
• Coordinate Program Reviews (External Reviews for the Royal College of Physicians and Surgeons of Canada as well as Internal Reviews or Audits)
• Ensure all documents (e.g., binders, resident files) are updated and readily available for the reviewers.
• Schedule meetings for reviewers and manage logistics as required.
Assist with other DOP administrative activities
• Support DOP administrative needs and activities as required.

REQUIRED QUALIFICATIONS:
• Master’s degree in Education or other relevant field or equivalent experience.
• Several years (minimum 5+) experience in the development, implementation, assessment, and evaluation of outcomes-based education and / or CBME).
• Possess a significant interest in CBME, and knowledge of current theories and practices of assessment and evaluation.
• Knowledge of postgraduate medical education is considered essential.
• Extensive knowledge of Microsoft Office and learning management systems.
• Research experience at a post-secondary level.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
• Promotes diversity and inclusion within the workplace.
• Excellent interpersonal and communication skills, with the ability to collaborate with multiple and diverse stakeholders.
• Ability to work as part of a diverse team as well as independently with minimal supervision.
• Excellent computer skills and ability to readily learn new applications.
• Proven ability to prioritize and manage multiple and diverse tasks.
• Ability to take initiative and exercise sound judgement.
• Proficiency in education research methods, particularly assessment and evaluation.
• Ability to analyse and synthesize data to translate into reports.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at [email protected].