Intermediate Specialist, Academic Administration

**Job Type**:
Employee

**Duration in Months**(for fixed-term jobs):
N/A

**Job Family**:
Academic Administration

**# of Open Positions**:
1

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

**Campus**:
Roger Guindon Hall

**Union Affiliation**:
SSUO

**Date Posted (YYYY/MM/DD)**:
2025/08/18

**Applications must be received**BEFORE**(YYYY/MM/DD)**:
2025/08/29

**Hours per week**:
35

**Salary Grade**:
SSUO Grade 10

**Salary Range**:
$80,942.00 - $102,245.00

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 Intermediate Specialist, Academic Administration creates an outstanding student experience by providing guidance and advice on academic requirements for the completion of the Undergraduate Medical Education Program in both francophone and anglophone streams. They have full responsibility in the planning and execution of students well as giving advice to students experiencing difficulties and to increase success and retention. They are responsible for the promotion, registration, scheduling, academic advising, maintenance of student records and assessment of all aspects related to the UGME program.

**In this role, your responsibilities will include**:
Advisory & Administration: Provide guidance to students and leadership on all questions related to academic regulations and procedures. For students requiring additional support support, provide guidance and direct them to the appropriate services such as the Student Affairs Office at the Faculty or other services offered at the University. Prepare files to be presented to the Promotion Committee and Student Promotion Executive Committee. Prepare contract for students’ leave of absence and conditions to return to the program.

Academic Review & Planning: Develop plans for students, in consultation with academic directors, to enable them to improve their academic performance and reach the academic goals and promoting student advancement. Evaluate cases potentially requiring exceptions such as leave of absence, deferrals, failures, extensions, program modification. Build strategies and programs to promote student advancement. Participate in the review of the examination set-up prior to exams to ensure quality assurance.

Coordination: Work in close collaboration with partner hospital coordinators regarding student’s accommodations for exams and completion of their mandatory rotations. Ensure students complete all mandatory components of the year 4 clinical electives to meet the AFMC requirements for graduation.

Operations Management:

- Registration: responsible for the registration of students including the lottery for the assignment of the clinical rotations as well as clinical electives.
- Student Records: responsible for the maintenance of student records including grades, completion of clinical requirements, entrustable professional activities, mandatory modules, medical certificates, accommodations, repeat of courses/year, professionalism issues and fraud cases.
- Examination & Assessment: responsible for the review of suspicious behaviors flagged during exams and ensure exams and students’ integrity. Report suspicious behaviors to the Exam Promotion Committee. Responsible for the management of grades in course management system and uOcampus. Responsible for scheduling exam reviews. Congregate data from students’ performance in comparing answers and objectives of exam questions to allow students to review their performance at the exam.

**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
- Strong interpersonal and relationship building skills.
- Ability to communicate effectively with a variety of stakeholders at all levels
- High level of accuracy and attention to detail;
- Advanced multi-tasking and organizational skills and ability to be flexible when priorities shift;
- Ability to work and problem solve under pressure;
- Able to work independently and have autonomy of their workload, establish priorities to meet deadlines in a fast-paced and high-volume work environment;
- 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 adm