Lead Coordinator, Academic Administration - Ottawa, Canada - University of Ottawa

University of Ottawa
University of Ottawa
Verified Company
Ottawa, Canada

1 week ago

Sophia Lee

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Sophia Lee

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Description

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Job Type:Employee


Duration in Months **(for fixed-term jobs):
N/A


Job Family:

Program Management


# of Open Positions:

1


Faculty/Service - Department:

Postgraduate Medical Education


Campus:

Roger Guindon Hall


Union Affiliation:


SSUO

Date Posted:

March 14, 2024


Closing Date:

March 25, 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 09


Salary Range:

$67, $85,623.00

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:


Under the direction of the Postgraduate Medical Education (PGME) Director, the incumbent is responsible for IT project management, providing support and coordination.

Plans and oversees projects including the implementation process and timelines and makes recommendations as needed.

The incumbent is also responsible for the coordination of training workshops for all Program Administrators (PA) working in Postgraduate Medical Education.

Finally, this position also coordinates, updates and manages PGME trainees' files to ensure accuracy of data, completes reporting for internal and external partners, and ensures all requirements are met during the enrolment cycle.


In this role, your responsibilities will include:

  • Prepares medical education-related project proposals including project briefings, terms of reference, milestones, evaluation criteria and monitoring frameworks. Reports on the progress of the various projects and activities to the Manager.
  • Acts as the initial point of contact for stakeholders involved in project initiatives (i.e. inside and/or outside the PGME Office) who would like to initiate a project. Leads the design and coordination of the projects by helping to define their scopes, developing solutions/approaches, briefing the staff engaged in the project and coordinating the process to delivery/implementation. Monitors progress and prepares technical updates (as deemed appropriate).
  • Conducts briefing sessions with stakeholders to gain information on proposed projects. Evaluates relevance, summarizes and consolidates this information, and makes recommendations on course of action.
  • Coordinates, elaborates and delivers (where applicable), the planning of internal training Program Administrator (PA) sessions and monitors all aspects of this program jointly with, PGME staff and Manager.
  • Monitors quality of production, workflow and client satisfaction throughout the cycle of a project and prepares progress reports as well as brief Quality Assurance updates.
  • Completes required reporting on number of programs, and categories of medical trainees for submission to the Ministry of Education, and to other ministerial governing bodies on behalf of PGME. Manages the reporting, validation and submission of data to Ministry of Health and Longterm Care, as well as medical trainee days.
  • Completes all tasks associated with the enrolment of trainees such as ensuring compliance to requirements, payment of fees, data entry of registration information, for example, and the maintenance of their records in accordance with accreditation standards and within required timeframes, ensuring quality and data integrity through adhering to uOttawa's IT policies and procedures.

What you will bring:

Essential Qualifications

  • Knowledge in project coordination / management acquired through postsecondary education
  • Minimum of 3 years of demonstrated experience in a similar role
Other Qualifications

  • Knowledge of project coordination methods, techniques and practices to develop proposals, work plans, estimate resource requirements, risk identification and development of alternative actions, monitoring and reporting progress, and establishing and coordinating the activities of project teams as needed.
  • Experience in administration in a health education environment, preferably at the postgraduate medical education level.
  • Experience in researching, developing and implementing action plans.
  • Proven ability to organize and execute several projects simultaneously under tight deadlines, including prioritizing tasks and negotiating with stakeholders.
  • Analytical skills to determine needs and provide advice and guidance.
  • Collegial and a team player, able to work both independently and within a team.
  • Organizational, interpersonal and communications skills, as well as good judgment, tact and diplomacy
  • Strong customer service orientation.
  • Bilingualis