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Faculty Support Coordinator

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Competition Number: J0921-1731
Position Title: Faculty Support Coordinator
Employee Group: Support Staff - USW Local 2010
Job Category: Other Professionals
Department or Area: Family Medicine
Location: Kingston, Ontario, Canada
Salary: $55,670.00/Year
Grade: 07
Hours per Week: 35
Job Type: Permanent (Continuing)
Shift: 7 Monday - Friday
Number Of Positions: 1
Date Posted: November 18, 2021
Closing Date: December 2, 2021

COVID 19 On-Campus Requirements

The Queen’s University Policy Regarding Mandatory Vaccination Requirements for In-person University Activities requires ALL Community Members, including employees, to be Fully Vaccinated against COVID-19 prior to participating in any In-person University Activities. This is a condition of employment for all employees who are required to attend University Property to perform their employment responsibilities. Individuals who cannot be vaccinated due to substantiated grounds (medical and other protected grounds under the Ontario Human Rights Code) may ask the University to validate the exemption and request an accommodation for these rare circumstances. If approved, they will be subject to additional health and safety measures.

About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.

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Job Summary

Reporting to the Associate Director, Administration, Initiatives, and Operations (AIO), the Faculty Support Coordinator will perform a variety of faculty support and planning duties, as well as complex administrative duties in coordinating a series of portfolios that support the department’s faculty members. These include: overall responsibility for the coordination and supporting of clinical faculty appointments, RTP (Renewal, Tenure, Promotion), leave, search and review committee processes. The Faculty Support Coordinator will manage complex appointment files; provide assistance to the Department Head in faculty recruitment efforts; acting as an expert resource on the Southeastern Ontario Academic Medical Association (SEAMO) agreement and Departmental Practice Plan, as well as the Family Health Organization (FHO) or alternate agreements. This position will coordinate hospital privileges for members of Queen’s affiliated teaching hospitals and Ongwanada group homes, including family physicians and allied health professionals; coordination and communication with adjunct faculty in Kingston and the surrounding region. The Faculty Support Coordinator will provide support for priority issues within the department and proactively informs the Associate Director, and Department Head, of potential challenges and recommendations.

The incumbent will exercise a high level of independence and initiative in decision-making and performance of a complex set of objectives. This includes establishing work priorities based on knowledge of the department’s activities, goals, objectives and strategic plan, together with a thorough knowledge of the University’s clinical policies and procedures related to clinical faculty appointments and promotions.

Job Description

• Under the direction of the Department Head, and in collaboration with members of the Promotion Committee, the Appointments Committee, and the Reappointment/Renewal/Tenure Committee, the incumbent has overall responsibility for the coordination of clinical faculty appointments and promotions.
• Provides guidance and counseling for faculty seeking clinical academic faculty appointments and promotions in the Department. The incumbent will provide advice and direction to Faculty Family Physicians with respect to document submissions, including letters of support; professional development plans, job descriptions, time commitment forms, teaching dossiers, referee letters, and all related documents.
• Assists the Department Head with faculty recruitment, including promotions, communication, planning and implementation.
• Facilitates the implementation and maintenance of the following: a clinical faculty appointment and promotion policies and procedures manual, (facilitation of focus groups), interpret and carry out University clinical policies and procedures, provide content for a section of the DFM webpage relating to clinical appointments, as well as department newsletters and annual reports.
• Prepares, coordinates and submits documentation related to promotions, recruitment, and hospital privileges for family physician and allied health professional faculty. Duties may include assembly of files, correspondence with other participants, information collection and synthesis, and data processing and management; participation in short- and long-term project planning and implementation; verification of accessibility and accuracy of outcome; and ensuring that the results meet the needs of the department, the university, and all external bodies that depend on the incumbent's services.
• Assists the Associate Director, AIO, in various capacities as required, including but not limited to faculty process improvement initiatives, administrative support, and advisory related to items impacting faculty.
• Provides communication, consultation, and/or advisory support, acting as the departmental contact and resource person regarding the Southeastern Academic Medical Association of Ontario (SEAMO) agreement and Family Health Organization (FHO) agreements. This includes keeping the Department Head advised and aware of important matters requiring their attention; liaising with others in the department, within the university, and with outside agencies; serving as a contact for questions, comments, or concerns regarding these portfolios; resolving problems where possible and answering questions as they arise; redirecting unusual problems to more senior staff.
• Provides communication, consultation, and/or advisory support to the Department’s ~500 adjunct faculty in the various communities where educational programs are delivered (e.g. Kingston, Sharbot Lake, Smiths Falls, Napanee, Picton, Belleville, Port Perry, Bowmanville, Peterborough, Moose Factory, Dryden, Mississauga, Oshawa, Campbellford, Warwick, Trenton, Cobourg and Goderich).
• Responsible for the identification of departmental faculty associate physician recruitments, scheduling, orientation and tracking as required. Oversight of the faculty associate physician orientation process. Duties within this process include liaising with leaders in the Department of Family Medicine, addressing faculty development needs, identification of appropriate liaising with the hospitals, community clinics and the university.
• Liaises with various staff, including the Finance Coordinator, Revenue and Compensation Coordinator and the Administrative Assistant to the Department Head, to execute departmental plans, preparation of clinical faculty appointments, promotions and departmental events.
• Performs a variety of administrative duties such as confidential correspondence preparation, scheduling, participation on committees and conference/meeting coordination, event planning, and document preparation, as required.
• Establishes and maintains excellent rapport with key personnel within the Department as well as outside of the Faculty of Health Sciences and the University.
• Undertakes other duties as required in support of the unit or department.

• University Degree or three-year post-secondary program in business administration, with a focus in human resources.
• 3-5 years, relevant work experience in the Faculty of Health Sciences, Queen’s University, a teaching hospital, or comparable environment.
• Comprehensive knowledge of applicable employment legislations and experience working within unionized and nonunionized environments. Knowledge of university structure, policies, and procedures would be considered an asset.
• Demonstrated experience in Word and Excel at an intermediate level. Previous experience working with a variety of software programs and databases.
• Knowledge of PeopleSoft is considered an asset.
• CHRP Designation considered an asset.
• Consideration may be given to an equivalent combination of education and experience.

• Excellent customer service skills with the ability to handle difficult situations with tact and diplomacy.
• Excellent interpersonal and communication skills to interact with a wide variety of people in many different contexts.
• Ability to foster positive relations and manage a range of relationships, including interacting with people from a wide variety of backgrounds and cultures in a tactful, polite, confidential, professional and diplomatic way, and mediating differences where required.
• Demonstrated leadership ability combined with a high degree of initiative and ability to work both independently and as part of a team.
• Capable of building effective, productive and professional work relationships, demonstrating a strong client focus.
• Ability to work well under pressure and to respond to tight deadlines.
• Ability to stay focused and maintain a service-oriented perspective while dealing with multiple duties and constant interruptions.
• Ability to pay attention to detail with high degree of accuracy when inputting data.
• Knowledge of HR related legislation, policies, and best practices.
• Excellent computer skills including word processing, familiarity with database applications, and HRIS systems, data retrieval and willingness to learn new software programs as required and ability to keep up with changing technology.
• Demonstrated ability to move projects and programs from inception to completion.
Knowledge of Queen’s University clinical faculty appointments and promotions policy and procedures.
• Excellent judgment in dealing with highly confidential material and issues.
• Strong organizational skills with a demonstrated ability to set priorities and introduce systems and procedures in order to handle a large number of faculty appointments, promotions and faculty events.
• Editorial experience creating reference manuals and documents for publication with proven accuracy and attention to detail, creativity and resourcefulness.
• Analytical, interpretive, and problem-solving skills. Ability to examine a number of alternative possibilities and arrive at the best solution.

• Prioritize work and time to decide the most important tasks among several, with competing deadlines. Recognize urgent requests and prioritize information that needs to be dealt with immediately. Ensure that work is completed in a timely fashion and that deadlines are met.
• Exercise judgment in identifying when to resolve matters independently or when complex matters should be referred to Associate Director or Department Head, ensuring that comprehensive background information is collected and shared.
• Determines appropriate response to a range of client enquiries. Takes all necessary steps to resolve the matter on own where possible and assesses whether resources, research or consultation is needed. Refers issues to others for resolution when necessary.
• Determine content of data required for reporting. Identify if data is missing and what further action is required. Determine report structure and layout.
• Determine content and formatting for simple to complex appointment letters, correspondence and reports for the signature of the Department Head, etc.
• Decides when review by Associate Director or Department Head is required.
• Based on information and direction of department, interpret policy or analyse procedures and recommend changes or amendments as required.
• Make daily operation decisions and resolve administrative problems within guidelines. Answer queries and produce and distribute information material. Refer more complex problems to more senior staff.
• Determine content and format of correspondence, reports and presentations prepared on behalf of senior administrator.

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. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.

The University provides support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at

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