Lead Coordinator, Academic Administration

3 weeks ago

Ottawa, Canada University of Ottawa Full time

**Follow us on **LinkedIn**

**Job Type**:
Employee

**Duration in Months** **(for fixed-term jobs):
24

**Job Family**:
Academic Administration

**# of Open Positions**:
1

**Faculty/Service - Department**:
DFM Education

**Campus**:
600 Peter Morand

**Union Affiliation**:
N/A

**Date Posted**:
April 04, 2024

**Closing Date**:
April 15, 2024
**Note**: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above

**Hours per week**:
37.5

**Salary Grade**:
Non-Union Grade NC6 - 35 hrs

**Salary Range**:
$68,472.00 - $83,354.00

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 Academic Operations Specialist is responsible for the planning, coordination and delivery of the Family Medicine residency program including didactic sessions and clinical placements in both francophone and anglophone streams. They have full responsibility of managing all organizational and logístical aspects such as scheduling; recruitment; residents’ assessment; evaluation of teachers (physicians), and all administrative operations related to the didactic sessions and clinical placements. They ensure that all logístical, administrative and collaborative aspects of the sessions and clinical placements are successfully rolled out while maintaining strong relationships with all stakeholders involved and providing a positive experience for the residents and teachers (physicians).

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

- ** Coordination**:Responsible for the coordination of all logístical aspects related to the sessions from start to finish including but not limited to coordination of lectures and tutorials; coordination of students’ clinical placements in hospitals and medical clinics and coordination of sessions at the uOttawa Skills and Simulated Center. Oversees the evaluation process for the residents and teachers (physician and health professionals) and monitoring performance for teaching or professional issues. Responsible for the coordination and quality assurance of e-modules not limited to exams.
- ** Planning & Organization**:Takes on a project manager role in the planning of schedules and impactful administrative tasks. Develops, manages and maintains a calendar/schedule of operations and a procedural guide for plenary sessions, tutorials, and clinical placements. Provides administrative support and recommendations to the Education Manager and Curriculum Director and Program Director. Responsible for reporting teaching hours for the remuneration of teachers.
- ** Stakeholder engagement**:Collaborates with various internal and external parties in order to ensure the successful roll out of all aspects involved with the sessions and clinical placements. Internally collaborates and works closely with the directors, leaders and Content Experts to plan and implement lectures, tutorials, simulated clinics and clinical placements. Ensures a strong collaboration with the hospital coordinators and the Ottawa Exam Center for the recruitment of simulated patients, teachers and preceptors for the delivery of clinical activities and the administration of summative Simulation Office Orals (SOOs). Builds and maintains positive relationships with stakeholders involved, ensuring the successful delivery of the sessions and rotations.
- ** Recruitment**:Responsible for the recruitment of multidisciplinary physicians and health professionals for the delivery of lectures, simulated clinics and tutorials along with the recruitment of simulated patients. Often may recruit last-minute replacement physicians due to emergency related cancellations.
- ** Communication**:Ensures proper, timely and professional communications in both languages for the planning of the courses to various parties involved including but limited to teachers (physicians and health professionals) students, leadership, internal and external stakeholders.

**What you will bring**:
Essential Qualifications
- University Degree in Administration, business or similar specialty or an equivalent combination of education and work experience;
- 4 years of related experience;
- General knowledge of time and project management and administration principals normally acquired through postsecondary education and/or a work environment.

Other Qualifications
- Experience in planning, organizing and coordinating activities and projects;
- Ability to work and problem solve under pressure;
- Strong interpersonal and relationship building skills;
- Advanced multi-tasking and organizational skills

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