Job Summary
Reporting to the Associate Director, Administration, Initiatives, and Operations (AIO), the Faculty Support Coordinator performs a broad range of complex administrative, operational, and financial functions in support of the department’s clinical faculty portfolios. The role is responsible for coordinating clinical faculty appointments, RTP (Renewal, Tenure, Promotion), leaves of absence, recruitment, and committee processes, while also managing faculty-related financial activities, including budget monitoring, payment processing, financial reporting, and compliance with university policies and procedures.
The Faculty Support Coordinator serves as a key resource on matters related to the Southeastern Ontario Academic Medical Association (SEAMO), Departmental Practice Plan, Family Health Organization (FHO), and other physician compensation agreements. The position coordinates hospital privileges for family physicians and allied health professionals affiliated with Queen’s teaching hospitals, supports departmental leadership with faculty recruitment and strategic priorities, and maintains effective relationships with faculty, university partners, hospitals, and external stakeholders. Working with a high degree of independence and initiative, the incumbent manages sensitive and complex matters, establishes priorities, identifies emerging issues, and provides advice and recommendations to support departmental objectives.
Job Description
KEY RESPONSIBILITIES:
- Under the direction of the Department Head, coordinates all aspects of clinical faculty appointments, reappointments, renewals, tenure, and promotions, collaborating with faculty committees throughout the review and approval process.
- 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 and communications as required.
- Assists the Associate Director, AIO, with faculty process improvement initiatives, administrative support, faculty-related advisory services, and other activities that enhance faculty operations and processes.
- Assists the Department Head with faculty recruitment and advancement activities,
including promotions, communications, planning, coordination, 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.
•Coordinates and submits documentation for faculty promotions, recruitment, and hospital privileges, ensuring completeness, accuracy, and compliance with departmental, university, and external requirements.
•Supports the administration of these processes through file preparation, stakeholder coordination, information management, data verification, and project implementation to ensure timely and effective outcomes.
•Acts as the departmental contact and resource for SEAMO and FHO agreements, providing guidance, responding to inquiries, resolving routine issues, and escalating complex matters as appropriate.
•Liaises with faculty, university departments, and external stakeholders regarding SEAMO and FHO portfolios, keeping the Department Head informed of key issues, risks, and matters requiring attention.
•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, Belleville, Oshawa, Peterborough).
•Coordinates the financial components of faculty appointments, renewals, leaves, and changes in responsibility, including interpreting remuneration arrangements, verifying funding sources, time commitments, and effective dates.
•Prepares appointment and compensation documentation for completeness, consistency, and alignment with approved agreements before submission to Queen’s Health Sciences Finance and Staffing teams, as well as external stakeholders as required.
•Tracks compensation-related changes arising from appointments, promotions, leaves, role changes, and terminations and ensures they are communicated to the appropriate units.
•Prepares and verifies faculty payment, reimbursement, and compensation documentation, ensuring accuracy, compliance with financial policies, and timely processing.
•Works closely with Queen’s Health Sciences Finance and Staffing teams, as well as external stakeholders, to ensure transactions are accurate, appropriately authorized, and consistent with University policies and applicable physician funding and practice-plan agreements.
•Undertakes other duties as required in support of the unit or department.
REQUIRED QUALIFICATIONS:
•Completion of a three-year post-secondary program in business administration, financial accounting or a related field is required.
•A University Degree in a related field would be considered an asset.
•3-5 years of experience working in a similar role within a healthcare setting is required.
•Experience working within the Faculty of Health Sciences, Queen’s University, or a teaching hospital would be considered an asset.
•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 utilizing Microsoft Office applications with intermediate Excel proficiency is required.
•Knowledge of PeopleSoft is considered an asset.
•Consideration may be given to an equivalent combination of education and experience.
SPECIAL SKILLS:
•Excellent customer service, interpersonal, and communication skills, with the ability to interact effectively with diverse stakeholders and manage sensitive or challenging situations with tact, professionalism, and diplomacy.
•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, initiative, and project management skills, with the ability to work independently and collaboratively to achieve objectives and drive projects to completion.
•Capable of building effective, productive, and professional work relationships, demonstrating a strong client focus.
•Demonstrated ability to work effectively under pressure, manage multiple competing priorities and interruptions, meet tight deadlines, and maintain a proactive, service-oriented approach.
•Knowledge of HR related legislation, policies, and best practices.
•Excellent computer skills including word processing, familiarity with database applications, HRIS systems, data retrieval, and willingness to learn new software programs as required and ability to keep up with changing technology.
•Demonstrated knowledge of Queen’s University clinical faculty appointments and promotions policy and procedures.
•Excellent judgment in dealing with highly confidential material and issues while maintaining excellent rapport with key personnel within the Department as well as outside of the Faculty of Health Sciences and the University.
•Strong organizational skills with a demonstrated ability to set priorities and introduce systems and procedures in order to manage a large number of faculty appointments, promotions, and faculty events.
•Exceptional attention to detail and accuracy in data management, document preparation, and review of complex information.
•Analytical, interpretive, and problem-solving skills. Ability to examine a number of alternative possibilities and arrive at the best solution.
•Ability to monitor budgets and expenditures, track financial performance, reconcile transactions, identify discrepancies, and prepare financial reports and forecasts.
•Expertise in preparing and verifying payment, reimbursement, and compensation documentation, maintaining accurate financial records, ensuring compliance with policies and procedures.
DECISION MAKING:
•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 analyze 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.
•Exercises judgment in identifying, investigating, and resolving financial discrepancies, escalating complex issues as appropriate to ensure accuracy and compliance.
•Determines appropriate financial processing and documentation requirements for payments, reimbursements, and compensation transactions, ensuring adherence to institutional policies and funding guidelines.
