Lead Coordinator, Academic Administration
2 weeks ago
The University of Ottawa—A crossroads of cultures and ideas
The University of Ottawa is home to over 50,000 students, faculty and staff, who live, work and study in both French and English. Our campus is a crossroads of cultures and ideas, where bold minds come together to inspire game-changing ideas. We are one of Canada’s top 10 research universities—our professors and researchers explore new approaches to today’s challenges. One of a handful of Canadian universities ranked among the top 200 in the world, we attract exceptional thinkers and welcome diverse perspectives from across the globe. Our employees come together around the shared purpose of constant improvement, personal development, service excellence, teamwork and a passion for learning with a desire to make uOttawa and the world a better place. Everyone's contributions are valued, we all play a part in making uOttawa a world-class institution. Most importantly, we make it possible for you to achieve your full potential. Because at uOttawa, you belong
**About the faculty/service**: 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 Senior Advisor, Program Management, plans, coordinates and monitors the admission and registration cycle for 900 residents in 75 programs at the postgraduate medical education (PGME) level. Plans and coordinates the Canadian Residency Matching Service (CaRMS) process. Acts as a resource person for trainees, Program Administrators (PA), Program Directors (PD) hospital leadership as well as for external agencies.
**In this role you will**:
Plans resources required for completing the CaRMS and non-CaRMS processes and provides training. Completes all tasks related to CaRMS process, including assisting in the determination of quota (number of available positions in residency programs annually), approval of program descriptions on the CaRMS website and acting as the single point of contact between CaRMS and all 75 programs.
Leads, organizes and completes the registration of 900 trainees, coordinating with PAs and hospital leadership. Ensures compliance to all requirements including licensing to practice medicine in Ontario via the College of Physicians and Surgeons of Ontario (CPSO), Canadian Medical Protective Association (CMPA), Risk Management and completion of mandatory modules. Provides reports and status of registration to faculty and hospital leadership as required. Ensures accurate data entry of registration information and the maintenance of learner records in accordance with accreditation standards and uOttawa’s IT policies and procedures, within required timeframes.
Monitors the academic progress of trainees through their residency programs and ensures adherence to all related university policies, national guidelines and accordance with accreditation standards. Coordinates completion of training of all trainees between program administrators and the Royal College of Physicians and Surgeons of Canada and the College of Family Physicians of Canada for the purpose of sitting their national exam for independent practice licensure.
Acts as a resource person for all trainees, Program Administrators, Program Directors and hospital representatives. Liaises with external agencies to exchange pertinent data relating to trainees.
Coordinates remediation and wellness cases for trainees, communicating with payroll, wellness office, program leadership and PGME leadership.
**What you will bring**:
Knowledge of administration acquired through postsecondary education in a related
discipline or an equivalent combination of education and work experience
Minimum of 3 years of demonstrated experience in a similar role.
Experience in administration in a health education environment, preferably at the postgraduate medical education level.
Proven ability to organize and execute several projects simultaneously under tight deadlines, including setting priorities for tasks and negotiating with stakeholders.
Experience in academic record analysis, management and control.
Collegial and a team player, able to work both independently and within a team.
Organizational, interpersonal and communication skills, as well as good judgment, tact and diplomacy.
**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 realise an objective or a project. Plan and organize own work and priorities in regular daily activities.
**Initiative**: Demonstrate creativity
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