Temporary Administrative Assistant

**Temporary Administrative Assistant - Medical Education**

**Description**

Join our dynamic team at the University of Ottawa Medical Associates (UMA) in the position of Temporary Administrative Assistant for the Medical Education Programs. This role offers an exciting opportunity to utilize your skills in administration in a collaborative environment and supporting the medical leaders of tomorrow. You will be reporting to the Manger, Medical Education Programs, and work closely with medical trainees and Program Administrators within the Department of Medicine. The Administrative Assistant supports the administrative functions of medical education programs, maintaining compliance with academic and institutional standards, and contributing to a high-quality learning environment for medical trainees and faculty. The position is responsible for scheduling, distributing and tracking evaluations, coordinating examinations, facilitating onboarding, and planning academic activities to meet the learning objectives of the program.

**Responsibilities**
- (This is not a complete list):_
- Assist with organizing pre-arrival onboarding for medical students including IT, mandatory training, and maintaining regular communication with appropriate stakeholders
- Upload all schedules to virtual platforms ensuring accuracy
- Review absences and coordinate schedule data entry within applicable scheduling systems
- Maintain relevant calendars and distribute invitations for academic activities
- Distribute and monitor evaluations - organize follow-up for completion, and review and compile evaluations for graduation and update portals
- Organize financial documentation pertaining to program budgets, cost centres, cheque requests and payment requests
- Process resident reimbursements for all academic activities in accordance with relevant policies and procedures
- Communicate effectively with program administration, program directors and stakeholders, ensuring transparency, clarity, and the efficient exchange of information to support shared goals

**Qualifications**
- Postsecondary degree in a related discipline or an equivalent combination of education and work experience
- 3-5 years recent related experience in administration
- Experience working in an academic or medical environment and/or medical education and training is strongly preferred
- Knowledge of MS Office with intermediate skills in Word, Outlook, and Excel
- Experience working with SharePoint.
- Knowledge of academic processes, including scheduling, management of student reports, and evaluation systems.
- Knowledge of medical education programs, the Royal College of Physicians and Surgeons, The College of Family Physicians of Canada, and Accreditation standards, and PARO regulations.
- Knowledge and/or experience with Hospital processes and policies as well as professional licensing bodies and associations.
- Experience creating and maintaining schedules and using electronic scheduling software is preferred.
- Excellent organizational, planning, and problem-solving skills
- Ability to handle highly sensitive and confidential information
- Initiative, dedication, tact and diplomacy.
- Proficiency in speaking and comprehending both English and French (B+) is an asset

**Additional Information**

The University of Ottawa Medical Associates (UMA) is the largest physician partnership in the Department of Medicine, The Ottawa Hospital/University of Ottawa, Faculty of Medicine. Working closely with our physician specialists, most of our employees work from offices within The Ottawa Hospital.

The Department of Medicine is a collective of experts and innovators. We are specialist physicians, resident doctors and medical students, researchers and administrators. We all have one guiding ambition: to move medicine forward. The administrators of DOM are the core of our workplace; enabling the education of our residents and medical students as well as the vital work of our researchers and physician specialists.

We are deeply committed to supporting the well-being of our employees. We prioritize your long-term financial security through participation in the Healthcare of Ontario Pension Plan (HOOPP). Thanks to our strong partnership with The Ottawa Hospital, employees can benefit from the intercampus shuttle service for convenient travel between locations, as well as work-life balance perks like exclusive discounts on travel, hotels, and on-site gyms. These benefits are designed to enrich both your personal and professional life, ensuring your experience with us is both rewarding and fulfilling.

**Contacts**

**IMPORTANT NOTICE**: Support staff are employees of the University of Ottawa Medical Associates. The Ottawa Hospital is the paymaster of our employees. Although our employees have offices within the Ottawa Hospital, they are not employed by the Ottawa Hospital. In accordance with the policies of The Ottawa Hospital, all employees must be vaccinated against COVID-19.

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