Intermediate Specialist, Academic Administration

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Job Type:

Employee

Duration in Months (for fixed-term jobs):

N/A

Job Family:

Academic Administration

# of Open Positions:

1

Faculty/Service – Department:

UGME Clerkship

Campus:

Roger Guindon Hall

Union Affiliation:

SSUO

Date Posted:

April 29, 2024

Closing Date:

May 10, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above

Hours per week:

35

Salary Grade:

SSUO Grade 10

Salary Range:

$75,743.00 – $95,678.00

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 Intermediate Specialist, Academic Administration creates an outstanding student experience by providing guidance and advice on academic requirements for the completion of the Undergraduate Medical Education Program in both francophone and anglophone streams. They have full responsibility in the planning and execution of students well as giving advice to students experiencing difficulties and to increase success and retention. They are responsible for the promotion, registration, scheduling, academic advising, maintenance of student records and assessment of all aspects related to the UGME program.

In this role, your responsibilities will include:

Advisory & Administration: Provide guidance to students and leadership on all questions related to academic regulations and procedures. For students requiring additional support support, provide guidance and direct them to the appropriate services such as the Student Affairs Office at the Faculty or other services offered at the University. Prepare files to be presented to the Promotion Committee and Student Promotion Executive Committee. Prepare contract for students’ leave of absence and conditions to return to the program.

Academic Review & Planning: Develop plans for students, in consultation with academic directors, to enable them to improve their academic performance and reach the academic goals and promoting student advancement. Evaluate cases potentially requiring exceptions such as leave of absence, deferrals, failures, extensions, program modification. Build strategies and programs to promote student advancement. Participate in the review of the examination set-up prior to exams to ensure quality assurance.

Coordination: Work in close collaboration with partner hospital coordinators regarding student’s accommodations for exams and completion of their mandatory rotations. Ensure students complete all mandatory components of the year 4 clinical electives to meet the AFMC requirements for graduation.

Operations Management:

• Registration: responsible for the registration of students including the lottery for the assignment of the clinical rotations as well as clinical electives.
• Student Records: responsible for the maintenance of student records including grades, completion of clinical requirements, entrustable professional activities, mandatory modules, medical certificates, accommodations, repeat of courses/year, professionalism issues and fraud cases.
• Examination & Assessment: responsible for the review of suspicious behaviors flagged during exams and ensure exams and students’ integrity. Report suspicious behaviors to the Exam Promotion Committee. Responsible for the management of grades in course management system and uOcampus. Responsible for scheduling exam reviews. Congregate data from students’ performance in comparing answers and objectives of exam questions to allow students to review their performance at the exam.

What you will bring:

Essential Qualifications

• University Degree in Administration, business or similar specialty or an equivalent combination of education and work experience;
• 4 years of related experience;
• General knowledge of time and project management and administration principals normally acquired through postsecondary education and/or a work environment.

Other Qualifications

• Experience interpreting, explaining and applying regulations and procedures;
• Strong interpersonal and relationship building skills.
• Ability to communicate effectively with a variety of stakeholders at all levels
• High level of accuracy and attention to detail;
• Advanced multi-tasking and organizational skills and ability to be flexible when priorities shift;
• Ability to work and problem solve under pressure;
• Able to work independently and have autonomy of their workload, establish priorities to meet deadlines in a fast-paced and high-volume work environment;
• Advanced knowledge and experience using computer systems and software’s such as but not limited to: student and document management systems (uoCampus, Brightspace, Elentra, XTender); online exam systems; 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;
• 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);

#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 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 [email protected] 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.

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