Lead Coordinator, Academic Administration

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Posting Reason:

New Position

Job Type:

Employee

Anticipated Duration in Months (for contracts and temporary assignments):

24

Job Family:

Academic Administration

# of Open Positions:

1

Faculty/Service - Department:

DFM Education

Campus:

600 Peter Morand

Union Affiliation:

N/A

Date Posted (YYYY/MM/DD):

2026/01/08

Applications must be received BEFORE (YYYY/MM/DD):

2026/01/19

Hours per week:

35

Salary Grade:

Non-Union Grade NC6 - 35 hrs

Salary Range:

$75, $93,759.00About 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 logistical 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 logistical, 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 logistical 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 and ability to be flexible when priorities shift;
• High level of accuracy and attention to detail;
• Able to work independently and have autonomy of their work and have a clear set of plans and priorities and to meet deadlines in a fast-paced and high-volume work environment;
• Ability to communicate effectively with students, residents, faculty members, other key personnel within the Faculty of Medicine and the University of Ottawa and external partners;
• Advanced knowledge and experience using computer systems and software's such as word-processing (MS Word), financial spreadsheets (MS Excel), email and scheduling (MS Outlook), virtual conference platforms (MS Teams and Zoom), information databases and web-based applications; uOcampus, Brightspace, Elentra and One45.
• 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 administrative writing, grammar and spelling).

Key Competencies at uOttawa:
Here are the required competencies for all or our employees at uOttawa: 

Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.
Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.
Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.

If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 – Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.

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