Senior Coordinator Academic Program Management
Senior Coordinator Academic Program Management
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Job Description
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Job Type:
EmployeeDuration in Months (for fixedterm jobs):
24Job Family:
Academic Program Management# of Open Positions:
1Faculty/Service Department:
DFM EducationCampus:
Roger Guindon HallUnion Affiliation:
N/ADate Posted:
April 10 2025Applications must be received BEFORE:
April 21 2025Hours per week:
35Salary Grade:
NonUnion Grade NC5 35 hrsSalary Range:
$66049.00 $81972.00About the Faculty of MedicineWelcome to the University of Ottawa Faculty of Medicine the first and largest bilingual medical faculty in Canada. Our learners have access to stateofthe art facilities and specialized institutions as they learn alongside worldclass physicians and scientists. Consistently ranked among the top 10 medical schools in Canada our faculty is among the top faculties of medicine in the world for research impact in biomedical and health sciences
Position Purpose:
Under the direction of the Education Manager the incumbent will work with the Unit Program Director and other key faculty members to manage and oversee all administrative tasks in support of the Family Medicine Academic Program (including postgraduate undergraduate faculty development and research).
Specific Accountabilities:
Manages the daily operations of the Montfort residency program; ensuring that residents are scheduled appropriately in order to meet their required educational competencies as well as ensuring maximum efficiency considering clinical space and physician capacity within the clinic.
Plans develops and manages various complex schedules (master schedule monthly teaching supervision Hospitalist rotation) forms and procedural documents for all residents and staff physicians to ensure ongoing sustainability of administration within the program.
Manages and administers the Leave of Absence online system for all residents by reviewing the requests and ensure that they meet the collective agreement requirements as set by PARO (Professional Association of Residents of Ontario)
Develops templates for schedules forms and procedural documentation for ongoing sustainability of administration within the program
Plans and manages all unit events and meeting logistics to ensure the successful delivery of these.
Plans and manages the undergraduate assignments within the Family Medicine Centre and Hospitalist rotation at the Montfort Hospital which includes planning all medical student schedules for electives and clerkship placements.
Plans and delivers orientation sessions for incoming residents and new academic staff physicians by preparing the necessary documentation (access to tools privileges within Hospital pagers etc. and presentation materials in order to provide an understanding of all mandatory academic requirements of the program processes and practices.
Responsible in ensuring timely submission of the Ottawa Hospital network and electronic medical records access forms for residents medical students and staff physicians.
Manages all resident dossier profiles to ensure that residents meet all required academic competencies to successfully write College of Family Physicians of Canada exams.
Responsible in recruiting and scheduling internal academic staff physicians to ensure continuity of teaching to residents and quality of care to patients.
Manages the distribution of monthly teaching topics to physicians taking into consideration various factors such as clinical and academic responsibility for each physicians.
Controls the annual postgraduate budget provided by the Department of Family Medicine central office as well as ensures that all new expenses are approved by TOHAFMA (the Ottawa Hospital Academic Family Medicine Associates)
Responsible for management including recruitment performance management resource planning goal setting and training and development of administrative staff. Ensures staff is accountable for their area of responsibility and complete required tasks within desired timeframe and within quality expectations.
Knowledge Experience and Skills:
Postsecondary education or equivalent education combined with 34 years of relevant experience in coordinator role
Experience in managing professionals and providing guidance in areas of problem solving and conflict resolution
Strong interpersonal and communication skills
Knowledge within an academic and medical environment is an asset
Excellent organizational skills and experience in coordinating events
Excellent time management skills and ability to work under pressure and meet strict deadlines
Ability to work as a member of a team and independently
Advanced level of Word PPT Excel Outlook and other MS Teams Office products.
Bilingualism French and English (spoken and written)
#LIHybrid
Key Competencies at uOttawa:
Here are the required competencies for all or our employees at uOttawa:
Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.
Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and selfstarting. Show availability and willingness to go above and beyond whenever it is possible.
Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.
The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect teamwork and inclusion where collaboration innovation and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply we welcome applications from qualified Indigenous persons racialized persons persons with disabilities women and LGBTQIA2S persons. The University is committed to creating and maintaining an accessible barrierfree work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment assessment and selection processes. Applicants with disabilities may contact to communicate the accommodation need. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.
Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.
If this is a frontline position with responsibilities to interact with students selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.
Prior to May 1 2022 the University required all students faculty staff and visitors (including contractors) to be fully vaccinated against Covid19 as defined in Policy 129 Covid19 Vaccination. This policy was suspended effective May 1 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.
Required Experience:
Senior IC
Employment Type
Full-Time
