Lead Coordinator, Electives Administration

**Job Type**:
Employee

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

**Job Family**:
Academic Administration

**# of Open Positions**:
1

**Faculty/Service - Department**:
UGME Clerkship

**Campus**:
Roger Guindon Hall

**Union Affiliation**:
SSUO

**Date Posted**:
January 06, 2025

**Applications must be received**BEFORE**:
January 17, 2025

**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 Academic Operations Specialist (Undergraduate Medical Education - Elective) is responsible for the planning, coordination and delivery of clinical placements and pre-clerkship observations in both francophone and anglophone streams. They have full responsibility of managing all organizational and logístical aspects such as capacities and requirements and is also responsible for all administrative operations related to clinical placements. They ensure that all logístical, administrative and collaborative aspects of the clinical placements are successfully rolled out while maintaining strong relationships with all stakeholders (i.e., students, physicians, coordinators, Canadian partners) involved and providing a positive experience for all.

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

- ** Coordination**:Responsible for the coordination of all logístical aspects related to the clinical placements from start to finish including but not limited to coordination of students’ clinical placements in hospitals and medical clinics; updating risk management requirements in collaboration with the risk management team; coordinating a number of international exchanges and agreements managed by the International and Global Health Office (IGHO), coordinate student and preceptor evaluations. Responsible for providing necessary statistics and data and updating the Association of Faculties of Medicine of Canada (AFMC) portal with capacities.
- ** 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 procedural guides for clinical placements. Ensures a proper collaboration with our hospital partners for student onboarding. Provides administrative support and recommendations to various electives committees and actively participates and presents a high level of leadership at various Association of Faculties of Medicine of Canada committees.
- ** Financial**: Responsible for the initial reconciliation of the portal fees prior to the final acceptance from the Manager of academic programs Undergraduate Medical Education.
- ** Stakeholder engagement**:Collaborates with various internal and external parties to ensure the successful rollout of all aspects involved with clinical placements. Internally collaborates and works closely with the department directors and hospital coordinators of clinical placements ensuring a strong collaboration for the delivery of clinical activities. Builds and maintains positive relationships with stakeholders involved, ensuring the successful delivery of the rotations. Actively participates in national committees to coordinate a seamless experience for Canadian students. Collaborates with the academic specialists to ensure the success of our students.
- ** Training and support**:Takes ownership of their own development and learning such as for the Association of Faculties of Medicine of Canada portal and for the training of hospital coordinators. Acts as the expert authority with our collaborators and develops the proper training and reference material to support our common goals. Enhances the student experience by actively engaging in student orientation and providing assistance in resolving challenges with preceptors.
- ** Communication**: Ensures proper, timely and professional communications in both languages for the planning of the electives to various parties involved including but not limited to teachers (physicians and health professionals) students, leadership, and internal and external stakeholders. Is actively involved in the maintenance of the electives web page.

**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 principles normally acquired through postsecondary education and/or