Clinical Fellowship Assistant

Competition Number: J0325-1136

Position Title: Clinical Fellowship Assistant

Position Number (Final): 00508414

Employee Group: Research, Grant & Contract

Job Category: Administrative

Department or Area: Surgery

Location: Kingston, Ontario, Canada (Hybrid)

Salary: $44,604.00 - $54,390.00/Year

Grade: 05 Review Salary Information Here

Hours per Week: 21

Job Type: Term

Length of term: 2 years

Shift: 7 Monday - Friday

Number Of Positions: 1

Date Posted: April 3, 2025

Closing Date: April 22, 2025

Job Summary

Reporting to the Department Manager, and liaising closely with the Director of Postgraduate Surgical Education and Fellowship Supervisors, the incumbent is responsible for office administrative duties for the operation of the Clinical Fellowships in all of the Surgery Subspecialties in the Department of Surgery. Examples of duties include assisting with academic activities, providing administrative support to the recruitment process, and associated administrative functions to the Fellowship program. The incumbent will compile, process, and disseminate information within the program and will possess strong interpersonal and communication skills in their daily interaction with internal and external contacts.

KEY RESPONSIBILITIES:

• Coordinate and oversee the administration of the Clinical Fellowships in the Department of Surgery.
• Perform administrative duties, including preparing correspondence, word processing, and document formatting, scheduling and maintaining meetings, record keeping, and preparing minutes.
• Respond to inquiries and act as a resource person and contact for the Fellowship programs. Research or synthesize answers to questions and solve administrative problems within guidelines.
• Monitor achievements of objectives in compliance with standards outlined by Fellowship Supervisors and/or the Postgraduate Medical Education Office.
• Compile, process, and distribute information to fellows, faculty, administrative personnel, committees, and subcommittees.
• Assist with educational department activities as required including but not limited to recruitment and orientation activities.
• Assist with Committee work and special projects. Liaise with the appropriate administrative structures.
• Assist in the organization of fellowship trainee applications (national and international), circulation to faculty, and coordination of interviews.
• Assist in the preparation of offer letters for accepted fellows.
• Ensure periodic assessments for sponsored fellows are submitted in a timely manner.
• Act as a liaison and department contact to fellows.
• Support Fellowship supervisors in the coordination of various activities for current fellows.
• Transition Fellowships to Competency-Based Medicine Education (CBME) assessment system.
• Assist in the preparation of regular Fellowship Committee meetings.
• Oversee fellow files and portfolios.
• Arrange travel as required.
• Assist the Director of Postgraduate Surgical Education in document preparation.
• Undertake other duties as assigned, in support of the department and the postgraduate surgical education office.

Required Qualifications

• Two or three-year post-secondary program in business administration or relevant field.
• Minimum of three years of relevant experience.
• Office administration skills, including advanced computer skills.
• Proficiency with Microsoft Office and Google Workspace.
• Experience in an organizationally relevant environment.
• Knowledge of university and hospital structure, procedures, and administrative systems.
• Experience with project planning would be considered an asset.
• An equivalent combination of education and experience may be considered.

Special Skills

• Respect diversity and promote equity, inclusion, and accessibility in the workplace.
• Ability to learn new software packages as required.
• Interpersonal and communication skills both verbal and written.
• Service oriented perspective.
• Analytical and problem-solving skills.
• Attention to detail, organizational and time-management skills.
• Ability to adhere to strict confidentiality.

Decision Making

• Decide when new information calls for further action.
• Make recommendations regarding office administration procedures.
• Set priorities and determine which projects require the most attention.
• Consult with the Department Manager on decisions regarding budget verification.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity.

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