Lead Coordinator, Electives Administration

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Job Type:

Employee

Duration in Months (for fixed-term jobs):

24

Job Family:

Academic Administration

# of Open Positions:

1

Faculty/Service – Department:

UGME Clerkship

Campus:

Roger Guindon Hall

Union Affiliation:

SSUO

Date Posted:

January 06, 2025

Applications must be received BEFORE:

January 17, 2025

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 Academic Operations Specialist (Undergraduate Medical Education – Elective) is responsible for the planning, coordination and delivery of clinical placements and pre-clerkship observations in both francophone and anglophone streams. They have full responsibility of managing all organizational and logistical aspects such as capacities and requirements and is also responsible for all administrative operations related to clinical placements. They ensure that all logistical, administrative and collaborative aspects of the clinical placements are successfully rolled out while maintaining strong relationships with all stakeholders (i.e., students, physicians, coordinators, Canadian partners) involved and providing a positive experience for all.

In this role, your responsibility will include:

• Coordination: Responsible for the coordination of all logistical aspects related to the clinical placements from start to finish including but not limited to coordination of students’ clinical placements in hospitals and medical clinics; updating risk management requirements in collaboration with the risk management team; coordinating a number of international exchanges and agreements managed by the International and Global Health Office (IGHO), coordinate student and preceptor evaluations. Responsible for providing necessary statistics and data and updating the Association of Faculties of Medicine of Canada (AFMC) portal with capacities.
• Planning & Organization: Takes on a project manager role in the planning of schedules and impactful administrative tasks. Develops, manages and maintains a calendar/schedule of operations and procedural guides for clinical placements. Ensures a proper collaboration with our hospital partners for student onboarding. Provides administrative support and recommendations to various electives committees and actively participates and presents a high level of leadership at various Association of Faculties of Medicine of Canada committees.
• Financial: Responsible for the initial reconciliation of the portal fees prior to the final acceptance from the Manager of academic programs Undergraduate Medical Education.
• Stakeholder engagement: Collaborates with various internal and external parties to ensure the successful rollout of all aspects involved with clinical placements. Internally collaborates and works closely with the department directors and hospital coordinators of clinical placements ensuring a strong collaboration for the delivery of clinical activities. Builds and maintains positive relationships with stakeholders involved, ensuring the successful delivery of the rotations. Actively participates in national committees to coordinate a seamless experience for Canadian students. Collaborates with the academic specialists to ensure the success of our students.
• Training and support: Takes ownership of their own development and learning such as for the Association of Faculties of Medicine of Canada portal and for the training of hospital coordinators. Acts as the expert authority with our collaborators and develops the proper training and reference material to support our common goals. Enhances the student experience by actively engaging in student orientation and providing assistance in resolving challenges with preceptors.
• Communication: Ensures proper, timely and professional communications in both languages for the planning of the electives to various parties involved including but not limited to teachers (physicians and health professionals) students, leadership, and internal and external stakeholders. Is actively involved in the maintenance of the electives web page.

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 principles normally acquired through postsecondary education and/or a work environment.

Other qualifications:

• Experience in planning, organizing and coordinating activities and projects;
• 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 in their work and have a clear set of plans and priorities and 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 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 in French and English (spoken and written, including administrative writing, grammar and spelling).

#LI-Hybri

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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