Senior Administrator, Administrative Support

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Job Type:

Employee

Duration in Months (for fixed-term jobs):

12

Job Family:

Administrative Support

# of Open Positions:

1

Faculty/Service – Department:

Postgraduate Medical Education

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 08

Salary Range:

$62,218.00 – $78,589.00

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:

Reporting to the Director of Postgraduate Medical Education, the position works autonomously to perform a variety of complex administrative tasks in support of the senior leadership within PGME. Generates web content and develops communications strategies to best inform trainees and stakeholders of policies. Acts as a resource person to employees of the sector, as well as to hospital leadership on enquiries related to communications to ensure compliance with established policies and standards.

In this role, your responsibilities will include:

• Completes detailed research, complex analysis and prepares reports related to accreditation, presentations or other materials to support the Vice-Dean, Assistant Dean and Operations Manager in various meetings and committees including creating diverse statistical reports required by numerous governing bodies.
• Develops and implements guidelines and procedures to manage official documents for the PGME office including policies, terms of reference and other procedural documents to ensure compliance to accreditation standards and their effective dissemination. Coordinates the approval of all faculty council and senate requests.
• Coordinates the organization of the professionalism subcommittee, and the postgraduate education committee, required for accreditation. Coordinates meetings, prepares agenda, minutes and summarizes decisions and action to be taken. Monitors progress and follows up to ensure action items are completed.
• Communicates with, in a highly professional manner, a broad range of high-level officials such as CEOs, Faculty of Medicine Leadership Team members and visiting dignitaries as well as medical trainees and visitors. Maintains excellent communication with stakeholders such as hospital departmental chairs, members of the Royal College of Physicians and Surgeons of Canada as well as the College of Family Physicians of Canada.
• Develops and maintains website content and structure as defined by the Faculty of Medicine and University of Ottawa standards. Applies ODA policies to ensure website content accessibility guidelines are met for all website content. Coordinates with the Faculty of Medicine Communications team, as well as MedTech to ensure all communications and technical requirements are being met. Implements the use of social media tools such as Twitter and Facebook, and ensures compliance to Faculty and University standards related to their use.
• Coordinates the Vice-Dean’s and Assistant Dean’s calendars, correspondence, e-mails and treats numerous sensitive and highly confidential files. Manages follow-ups to action items and provides recommendations on how to resolve them.

What you will bring:

• Knowledge in communications and administration acquired through a university degree, or equivalent experience.
• Minimum of 3 years of demonstrated experience in a similar role
• Extensive experience in writing, interpreting, communicating and applying policies and procedures.
• Experience in developing and implementing innovative communications, promotions and marketing plans.
• Superior customer service skills in providing high level of professional, confidential and competent assistance using tact and diplomacy.
• Experience in applying ODA and WCAG policies to ensure compliance with mandatory accessibility standards in website content. Proficiency in the use of social media tools such as Twitter and Facebook.
• Excellent comprehension of the entire medical program as well as an extended knowledge of stakeholders such as the affiliated teaching hospitals and governing bodies.
• Excellent interpersonal, communication and problem-solving ability.
• Strong organizational, planning, and decision-making skills.
• Ability to work autonomously and simultaneously on numerous and diverse projects, with the capacity to prioritize own work and respect firm deadlines.
• Experience in an academic environment is considered an asset.
• Excellent computer skills and proficiency with MS Office software. Experience using software such as DocuShare, Adobe Creative Suite Programs (InDesign and Photoshop knowledge essential, knowledge of Final Cut or Adobe Premiere is an asset), experience in website management software such as Dreamweaver and / or Drupal.

#LI-Hybrid

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.

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