Full Time Program Administrator Iii- Dermatology

4 weeks ago

Ottawa, Canada Department of Medicine Full time

**Full Time Program Administrator III- Dermatology Civic Campus**

**Description**

The Program Administrator (PA) works under the direction of the Program Director of the Medical Education Program. The incumbent provides administrative support for the Division Medical Education Program and is an integral to ensuring timely, accurate and efficient service for all stakeholders.

Dermatology is a Division within the Department of Medicine at the University of Ottawa and functions mainly within The Ottawa Hospital (TOH) and Children’s Hospital of Eastern Ontario (CHEO

The major aims of our academic Division are to operate a top quality residency training program in dermatology, and to promote the academic practice of dermatology in Ottawa and Eastern Ontario.

**Responsibilities**

(includes but not limited to):

- Primary administrative point of contact for the training program for medical trainees, other program administrators, and external partners and governing bodies.
- Coordinate and facilitate onboarding and annual rehiring for all trainees
- Plan, coordinate and participate in meetings to support the program operations
- Verify and update all Medical Trainee licensing and privileges and ensure consistency with The Ottawa Hospital and The University of Ottawa.
- Develop annual schedules and maintain the call schedules.
- Enter all rotation and academic schedules in One45.
- Accept, process, approve, track and record all resident leave requests in accordance with the PARO Collective Agreement.\
- Coordinate all leaves of absence in accordance with the PARO Collective Agreement, including ensuring all documentation is completed, communicate with payroll office about supplemental payments, and modify schedules to ensure that mandatory rotations are completed.
- Responsible for the coordination, dissemination, and receipt of resident evaluations.
- Responsible for the coordination, dissemination, and receipt of all faculty evaluations at the end of each rotation and for annual reviews.
- Organize trainee evaluation meetings and coordinate documentation and reports with the Program Director and Academic Coaches.
- Assist with the design and implementation of evaluations and examinations.
- Assist with the preparation for internal and external reviews and accreditation. Organizes reports and documents, arranges meetings, and provides support to action recommendations.
- Coordinates and disseminates evaluations and schedules evaluation meetings with the Program Director and Academic Coaches.
- Creation and dissemination of recognition letters to acknowledge Faculty, Fellows and other teacher participation in the training program.
- Participate in and record meeting minutes at the Residency Training and Competence Committee meetings.
- Participate in the Accreditation process, updates and maintains documents in the Royal College Platform, plans and schedules site visits and meetings.
- Coordinates the Mentorship Program and tracks meetings and participation.
- Maintain the CaRMS database.
- Schedule and coordinate all CaRMS interviews.
- Organize, coordinate and support academic day lectures, journal club and other academic activities.
- Plan and facilitate the annual resident education retreat.

**Qualifications**
- Post-Secondary diploma or degree in a related field;
- 3-5 years previous related administrative experience, experience in a medical education field is a definite asset;
- Practical experience in a student/medical education environment (e.g. university/college, student support services, academic training hospital/medical education department);
- Experience maintaining a database.
- Knowledge of hospital infrastructure, University affiliations, and medical organizations.
- Knowledge and understanding of educational institution/accrediting organizations an asset.

**SKILLS AND ABILITIES**:

- Ability to work and thrive in a team environment.
- Good communication skills required to draft or generate correspondence or documents.
- Strong interpersonal and verbal communication skills.
- Initiative, dedication, tact and diplomacy.
- Excellent organizational, prioritisation, and time-management skills required to coordinate multiple activities.
- Experience coordinating travel, accommodation and expense claims
- Experience coordinating meetings including preparing agendas, minute taking and dissemination, etc.
- Must have ability to multi-task with an attention to detail, demonstrating organizational, prioritization, and time-management skills, as well as proven ability to meet deadlines.
- Problem-solving skills.
- Ability to work well with mínimal supervision.
- Ability to handle highly sensitive and confidential information.

**Contacts**

Department of Medicine, Box 206,
The Ottawa Hospital, 501 Smyth Road,
Ottawa, ON K1H 8L6.

We sincerely thank all applicants for their interest but only those under consideration will be contacted.

**IMPORTANT NOTICE**: Support staff are employees of the hiring

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