Ville : Ottawa, ON, Canada

Catégorie : Full time

Industrie : Higher Education

Employeur : University of Ottawa

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Job Type:

Employee

Duration in Months (for fixed-term jobs):

23

Job Family:

Academic Administration

# of Open Positions:

1

Faculty/Service - Department:

Registration and Electives Administration

Campus:

Roger Guindon Hall

Union Affiliation:

SSUO

Date Posted:

November 14, 2024

Applications must be received BEFORE:

November 25, 2024

Hours per week:

35

Salary Grade:

SSUO Grade 09

Salary Range:

$69,478.00 - $87,764.00

About the Faculty of Medicine
Welcome to the University of Ottawa Faculty of Medicine, the first and largest bilingual medical faculty in Canada. Our learners have access to state-of-the art facilities and specialized institutions as they learn alongside world-class 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:

The Lead Coordinator, Electives Administration (PGME) is responsible for the planning and coordination of over 450 elective and mandatory rotations in the clinical environment across 85 programs and ensures compliance to registration requirements are met. The coordinator ensures the successful implementation of all logistical, administrative, and collaborative aspects of clinical placements, while maintaining strong relationships with all partners involved by providing a positive experience.

In this role, your responsibilities will include:

• Advisory & Administration: Provides guidance to residents, Program Administrators (PAs), Program Directors (PDs) and leadership on all questions related to elective applications and academic regulations and procedures (for all residents outside University of Ottawa). For residents requiring additional support, provide guidance and direct them to the appropriate services. Ensure residents meet registration requirements prior to beginning their training. Coordination: Responsible for the coordination of all logistical aspects related to elective and mandatory rotations from start to finish including but not limited to: coordination of residents in clinical settings in hospitals and medical clinics; updating risk management requirements in collaboration with the Clinical Placement Risk Management office (CPRM), coordinating with IT for application and account support, and coordinating international exchanges and agreements managed by the International and Global Health Office (IGHO). Responsible for providing information to PAs and PDs to facilitate the process and confirms when all compliance requirements are met.
• Planning & Organization: As project manager, develops, manages and maintains a calendar/schedule of operations and procedural guides for elective and mandatory rotations. Ensure annual review and renewal of agreements between institution is completed. Ensures a proper collaboration with our hospital partners and medical schools to ensure effective staffing and scheduling. Provides administrative support and recommendations to leadership for continuous quality improvement in systems and processes, guided by best practice. Ensures adherence to the processes outlined in the collective agreement between the Ontario Teaching Hospitals and the Professional Association of Residents of Ontario.
• Partner engagement: Collaborates with various internal and external partners to ensure the successful implementation of all aspects involved with electives and mandatory rotations. Works closely with Program Directors, Program Administrators, and Site Coordinators and hospital education offices to ensure strong collaboration and effective delivery of clinical activities. Builds and maintains positive relationships with partners involved, ensuring the successful delivery of the rotations. Collaborates with the academic specialists to ensure the success of our residents.
• Training and support: Takes ownership of their own development and supports the training of program administrators. Acts as the expert authority with our collaborators and develops the proper training and reference material to support our common goals. Enhances the resident experience by actively engaging in and providing assistance in resolving challenges with program and hospital representatives.

What you will bring:

• University Degree in Administration, business or similar specialty or an equivalent combination of education and work experience;
• 4 years of related experience;
• Knowledge of project management and administration principles normally acquired through postsecondary education and/or a work environment.
• Ability to work and problem solve under pressure;
• Strong interpersonal and relationship building skills;
• Proven track record of successfully navigating and thriving in work environments with minimal supervision, showcasing the ability to make sound decisions in ambiguous or uncertain situations.
• Advanced multi-tasking and organizational skills and ability to be flexible when priorities shift;
• High level of accuracy and attention to detail;
• Able to work independently and have autonomy of their work and have a clear set of plans and priorities and to meet deadlines in a fast-paced and high-volume work environment;
• Ability to communicate effectively with students, faculty members, other key personnel within the Faculty of Medicine and the University of Ottawa and external partners;
• Advanced knowledge and experience using computer systems and software’s such as word-processing (MS Word), financial spreadsheets (MS Excel), email and scheduling (MS Outlook), virtual conference platforms (MS Teams and Zoom), information databases and web-based applications; uoCampus, Brightspace, Elentra and One45.
• Previous experience in a medical, health science and/or academic setting is considered an asset;
• Bilingual. Advanced proficiency level for French and English (spoken and written, including administrative writing, grammar and spelling).

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 self-starting. 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, barrier-free 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 hrtalentmanagement@uottawa.ca 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 front-line 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 Covid-19 as defined in Policy 129 – Covid-19 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.