Title: Coordinator

Department: Medical and Academic Affairs

Hours of Work: Full-Time Position; Days

Salary: Class 04 - $74,994-$89,994 per annum

Union: Non-Union

Location: Kingston General Hospital Site

PRIMARY FUNCTION

The coordinator is responsible for managing the KHSC professional staff credentialing and onboarding, and oversight of academic learner placements (undergraduate and postgraduate for both nursing and allied health programs). This work is coordinated closely with Queen’s University.

Note: Professional staff include Medical, Dental, Midwifery, Extended Class Nursing, Research Hospital Appointment, Departmental Assistant, Observer, Clinical Fellow, DND and Visa-sponsored physicians.

RESPONSIBILITIES & DUTIES INCLUDE:

Medical Affairs: Credentialing & Onboarding of Professional Staff

• Lead and manage the full cycle of credentialing and annual reappointment for over 2000 Professional Staff including physicians, dentists, midwives, extended class nurses, researchers, observers, departmental assistants. and others.
• Coordinate urgent onboarding and emergency privileges to meet clinical demands (e.g., sudden staff shortages).
• Liaise with internal leadership (Department Heads, Program Managers, Chief of Staff, etc.) and external regulatory bodies (CPSO, CMPA, RCPSC, CNO, etc.).
• Ensure all documentation complies with KHSC policy and applicable legislative and regulatory standards.
• Serve as the primary point of contact for Common Credentialing System (CCS), collaborating with Queen’s University and KHSC partners to optimize credentialing workflows.
• Identify and resolve logistical and functional issues that may arise during the credentialling process by problem solving and expediting applications for emergency and temporary privileges when medical staff shortages arise and provides credentialing service to external Professional Staff involved in training initiatives at KHSC.
• Ensure final authorization for credentialling is coordinated and executed via the KHSC Credentials Committee, Medical Advisory Committee and KHSC Board of Directors.

Academic Affairs: Student Placement Coordination

• Oversee the coordination of medical learners (UGME/PGME), clinical fellows, electives, nursing and allied health students at both KGH and HDH sites.
• Develop and maintain placement agreements, ensure student compliance with immunization, WSIB, criminal record checks, and pre-placement training.
• Manage all placement-related logistics, including access (ID, IT, parking), and documentation (MOAs, job shadowing forms, etc.).
• Act as a resource for students and preceptors to resolve placement issues, including conflict mediation, reassignments, and compliance with KHSC policies.
• Ensure compliance with relevant legislation including Bill 18 under the Occupational Health & Safety Act.

Systems, Reporting & Stakeholder Communications

• Maintain accurate and up-to-date electronic (and hard copy) records, supporting credentialing and learner placement systems (e.g., HSPnet, CCS).
• Ensure workload prioritization, new policy and process development and implementation are in alignment with the hospitals’ overall strategy.
• Regularly communicate with internal and external stakeholders to provide status updates, request documentation, and resolve issues.
• Prepare quarterly and ad hoc reports for internal committees such as the Credentials Committee, Medical Advisory Committee, and KHSC Board of Directors.

NOTE - The above duties are representative but are not to be construed as all-inclusive.

BASIC QUALIFICATIONS:

• 3-year diploma or university degree in Business Administration, or equivalent combination of education and experience.
• 3-5 years experience in an administrative setting, preferably in a healthcare setting.
• Strong organizational and time management abilities to manage multiple credentialing and placement processes simultaneously.
• Excellent attention to detail and accuracy when reviewing documentation and maintaining records.
• Advanced communication and interpersonal skills to liaise effectively with physicians, students, faculty, and internal stakeholders.
• Proven ability to interpret and apply policies, procedures, and legislative or regulatory requirements.
• Strong problem-solving and critical-thinking skills to resolve complex credentialing or placement issues.
• Proficiency with database and record-management systems (e.g., HSPnet, Common Credentialing System, SAP, or equivalent).
• Ability to draft, review, and manage formal agreements and sensitive correspondence with discretion.
• Skilled in data analysis and report preparation for committees and senior leadership.
• Demonstrated capacity to work independently while maintaining collaborative relationships across teams.
• Adaptability to shifting priorities in a fast-paced, deadline-driven environment.
• Proven ability to attend work regularly.
• Satisfactory criminal reference check and vulnerable sector search required.

PHYSICAL REQUIREMENTS:

The applicant must be able to meet the physical demands of this position.

KHSC is located on the ancestral lands and waters of the Anishinaabeg and Haudenosaunee and serves a wider geographical area that encompasses many Indigenous communities including Tyendinaga, Katarokwi, as well as communities within the Weeneebayko Area Health Authority. As we partner in care, discovery, and learning to achieve better health outcomes for our communities, KHSC is committed to actively advocating for and acting upon the Truth and Reconciliation Committee’s Calls to Action on Health.
 

KHSC is committed to recruitment practices that support and contribute to building a respectful, diverse and inclusive workplace. We welcome all applications from women, racialized persons, persons with disabilities, Indigenous Peoples, persons in the 2SLGBTQIA+ community, and members of other equity deserving groups.
 

We thank all applicants, but only those selected for an interview will be contacted. Kingston Health Sciences Centre is committed to inclusive and accessible employment practices. If you require an accommodation to fully participate in the hiring process, please notify the Recruitment Team.