Fellowship Program Administrator

4 days ago

Ottawa, Canada Ottawa Hospital Region and Imaging Associates Full time

The Fellowship Program Administrator plays a critical role in the day-to-day operations of the University of Ottawa’s Radiology Fellowship programs. This position supports the DoRROMP Fellowship Program Director, section Fellowship Directors and all Learners registered in the program as well as the clinical teaching faculty, and other stakeholders specific to their discipline, while acting as the central point of contact for inquires pertaining to the training programs. The Fellowship Program Administrator takes a global view of the program to ensure each Learner has an excellent educational experience.

**Duties and responsibilities**
- Performs all administrative duties needed to run the Department’s fellowship programs.
- Provides administrative support to the Neuroradiology and Interventional Radiology (IR) Residency program directors.
- Coordinates full lifecycle of the Fellowship recruitment, selection and accreditation processes.
- Organizes Fellow welcome and orientation activities.
- Actions updates to information on Department Fellowship web page as needed.
- Supports trainee wellness as first point of contact offering immediate guidance and support and redirects to the appropriate contacts.
- Notifies the Fellowship Director, Neuroradiology and IR residency program directors as appropriate of concerns about a trainee.
- Acts as liaison for Academic Education with governing bodies and affiliated organizations.
- Obtains, maintains, and updates privileges for new fellows within TOH, CHEO and all community partner hospitals.
- Organizes, attends and documents Fellowship Training Committee Meetings and Neuroradiology Residency Training Committee (RTC) meetings as well as the IR RTC meetings when established.
- Assists with scheduling and management of specialty specific education activities such as Academic Half-day Lectures, Mentorship Program, Post Graduate Research Day, Fellow Retreat, Fellowship Graduation, lab and simulation sessions, workshops, Journal Club, Specialty Specific Examinations, etc.
- Coordinates and facilitates program education meetings with continuous follow-up and action planning.
- Monitors and facilitates remediation compliance.
- Ensures the teaching program meets Royal College of Physicians and Surgeons of Canada (RCPSC) accreditation standards and oversees compliance.
- Coordinates, disseminates and analyses reports as required.
- Assists with planning and development of Policies and Procedures relating to the educational program and ensures compliance with all external agencies.
- Facilitates visits and assists with documentation for RCPSC Accreditation Visit (preparatory review, internal review, external review).
- Performs work in accordance with the provisions of applicable provincial legislation and all applicable Ottawa Hospital and University of Ottawa, Corporate/Departmental Policies, Procedures and Terms of Reference.
- Assumes additional responsibilities as directed by the DoRROMP Fellowship Program Director, the Neuroradiology and IR Program Directors, the Head/Chair, and Operations Manager.

**Qualifications**

**Education**:

- Post-Secondary diploma or degree in a related field.

**Experience**:

- Minimum of three (3+) previous related administrative experience ideally in a healthcare or educational environment.
- Knowledge of hospital/department policies, rules, and regulations; knowledge of university structure, policies; knowledge of radiologists’ partnership organization.
- Knowledge of immigration process for international students.

**Soft Skills**:

- Ability to exercise diplomacy and maintain positive working relationships with coworkers, faculty, learners, and administrative staff, thereby promoting good customer and departmental relationships.
- Maintains flexibility and a willingness to interact collegially with University and Hospital administration, other departments, and outside contacts to carry out the mission of the program.
- Exhibits exceptional interpersonal and customer service skills and can cope with stress effectively.
- Excellent verbal and written communication skills required to interact with multiple diverse stakeholders.
- Excellent problem-solving and decision-making skills required to deal with unexpected situations or issues.
- Adaptable to a fast-paced environment.
- Excellent organizational, prioritization and time-management skills required to concurrently co-ordinate multiple activities and meet various departmental needs and deadlines while paying close attention to detail.
- Ability to work independently with little supervision as well as part of a team.
- Exhibits the highest moral integrity when handling confidential information.
- Self-motivated with expertise in prioritizing tasks, shows initiative and is proactive.
- Acts with discretion, tact, and diplomacy.

**Technical Skills**:

- Familiarity with PCs and associated software products including Windows and MS Office, e.g.: Word (advanced), Teams (advanced),

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