Lead Coordinator, Electives Administration

1 month ago

Ottawa, Canada University of Ottawa Full time

**Job Type**:
Employee

**Duration in Months** **(for fixed-term jobs):
23

**Job Family**:
Academic Administration

**# of Open Positions**:
1

**Faculty/Service - Department**:
Registration and Electives Administration

**Campus**:
Roger Guindon Hall

**Union Affiliation**:
SSUO

**Date Posted**:
November 14, 2024

**Applications must be received **BEFORE**:
November 25, 2024

**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 Lead Coordinator, Electives Administration (PGME) is responsible for the planning and coordination of over 450 elective and mandatory rotations in the clinical environment across 85 programs and ensures compliance to registration requirements are met. The coordinator ensures the successful implementation of all logístical, administrative, and collaborative aspects of clinical placements, while maintaining strong relationships with all partners involved by providing a positive experience.

**In this role, your responsibilities will include**:

- ** Planning & Organization**: As project manager, develops, manages and maintains a calendar/schedule of operations and procedural guides for elective and mandatory rotations. Ensure annual review and renewal of agreements between institution is completed. Ensures a proper collaboration with our hospital partners and medical schools to ensure effective staffing and scheduling. Provides administrative support and recommendations to leadership for continuous quality improvement in systems and processes, guided by best practice. Ensures adherence to the processes outlined in the collective agreement between the Ontario Teaching Hospitals and the Professional Association of Residents of Ontario.
- **Partner engagement**: Collaborates with various internal and external partners to ensure the successful implementation of all aspects involved with electives and mandatory rotations. Works closely with Program Directors, Program Administrators, and Site Coordinators and hospital education offices to ensure strong collaboration and effective delivery of clinical activities. Builds and maintains positive relationships with partners involved, ensuring the successful delivery of the rotations. Collaborates with the academic specialists to ensure the success of our residents.
- **Training and support**:Takes ownership of their own development and supports the training of program administrators. Acts as the expert authority with our collaborators and develops the proper training and reference material to support our common goals. Enhances the resident experience by actively engaging in and providing assistance in resolving challenges with program and hospital representatives.

**What you will bring**:

- University Degree in Administration, business or similar specialty or an equivalent combination of education and work experience;
- 4 years of related experience;
- Knowledge of project management and administration principles normally acquired through postsecondary education and/or a work environment.
- 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 mínimal 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 of their work and have a clear set of plans and priorities and to 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;
- Previous experience in a medical, health science and/or academic setting is considered an asset;
- Bilingual. Advanced proficiency level for French and English (spoken and written, including administrative writing, grammar and spelling).

**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. I

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