Intermediate Specialist, Academic Program Management

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Job Type:

Employee

Duration in Months (for fixed-term jobs):

18

Job Family:

Academic Program Management

# of Open Positions:

1

Faculty/Service – Department:

Postgraduate Medical Education

Campus:

Roger Guindon Hall

Union Affiliation:

SSUO

Date Posted:

January 09, 2025

Applications must be received BEFORE:

January 20, 2025

Hours per week:

35

Salary Grade:

SSUO Grade 10

Salary Range:

$77,637.00 – $98,070.00

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 Program Management is fully responsible for the implementation of the Competence by Design (CBD) initiative, which is mandated by the Royal College of Physicians and Surgeons of Canada (RCPSC), in all of the 71 postgraduate medical education training programs offered by the University of Ottawa, Faculty of Medicine. The incumbent is responsible for creating and managing effective change management plans, communications plans, coordinating the timing of the implementation, providing adequate training, and reporting on status to meet overall objectives, all while ensuring each program meets accreditation standards as determined by the RCPSC to remain in good standing as a high functioning medical school.

In this role, your responsibilities will include:

• Creates and manages the Faculty’s CBD implementation plan, working directly with the Assistant Dean in planning activities to support the objectives of the initiative. Leads Program Directors and Program Administrators in completing required tasks to implement CBD in each individual program. Compiles status reports, and completes follow up on action items in a timely manner.
• Acts as a single point of the subject matter expert and maintains contact with RCPSC in reporting on the status of implementation and adherence to schedule as it relates to the CBD requirement for accreditation.
• Plans and manages events such as training, open house, focus groups, seminars and other vehicles for communicating expectations, implementation status, and project timelines.
• Ensures effective training in CBD methodology is available by collaborating (participate in focus groups, reviewing evaluation reports, and incorporating best practices) with the leadership of PGME and the Office of Continuing Professional Development in identifying mandatory course content and scheduling based on implementation plan. Collaborates with instructional designers by providing feedback from course evaluation in order to assist them in developing course content to ensure it meets requirements.
• Determines information technology requirements, identifies new tools and platforms and completes requirements definition in order to record and store assessment and evaluation as it pertains to the Royal College’s ePortfolio and ensures proper interaction with existing IT solutions.
• Writes reports and correspondence on behalf of the Assistant Dean for dissemination to key stakeholders including the leadership team of the Faculty of Medicine, Department Chairs, and the RCSPC.
• Solely responsible for managing website content including writing content, managing translation and determining timing of communications to raise awareness and engage stakeholders in meeting the deadlines of the implementation plan. Implements use of social media tools and keeps accounts current with timely, useful information.
• Provides information and direction for all CBD activities related to accreditation standards with the Accreditation Administrator to ensure that CBD initiatives align with accreditation requirements and that all are met. Assists faculty with the completion of pre survey questionnaire (PSQ) documentation as mandated by the RCPSC accreditation process as they relate to CBD. Ensures changes to the accreditation process are reflected in the implementation plan of CBD and that there is continuous effective communication between the Accreditation office and PGME to positively impact the roll out.
• Collects and analyzes data related to the implementation of CBD and generates an action plan to determine best practices, effectiveness, tracking progress, and dissemination to programs, faculty, and leadership and governing bodies.

What you will bring:

• Postsecondary studies in business administration or in a related domain.
• Three to five years of related experience.
• Experience in project management and in using project management tools.
• Experience in leading the change management process.
• Experience in communications, writing reports, website content and promotional materials.
• Excellent organizational skills, ability to work under pressure and to meet strict deadlines.
• Ability to interpret requirements, create process and procedure.
• Ability to collect and analyze data for the purpose of creating meaningful reports.
• Ability to multitask, to manage new projects and organize events.
• Ability to work autonomously, to organize his or her work to meet firm deadlines.
• Excellent interpersonal, communication and problem solving ability.
• Strong customer service experience and ability to effectively work with faculty members and key stakeholders.
• Experience using computer systems and software such as Windows, SIS, Excel, internet, Google Docs, DocuShare, ONE45 and E-mail.
• Bilingualism – French and English (spoken and written) is considered an asset.

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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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