Lead Coordinator, Academic Administration

University of Ottawa•Ottawa, ON

5d•CA$76,104 - CA$96,135•Hybrid

About The Position

This position is responsible for the planning, coordination and delivery of the MD program courses and clinical placements in both francophone and anglophone streams. They have full responsibility of managing all organizational and logistical aspects such as scheduling; recruitment; students’ assessment; evaluation of teachers (physicians), and all administrative operations related to the courses and clinical placements. They ensure that all logistical, administrative and collaborative aspects of the courses and clinical placements are successfully rolled out while maintaining strong relationships with all stakeholders involved and providing a positive experience for the students and teachers (physicians).

Requirements

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.
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, 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.
Bilingual. Advanced proficiency level for French and English (spoken and written, including administrative writing, grammar and spelling).

Nice To Haves

Previous experience in a medical, health science and/or academic setting is considered an asset;

Responsibilities

Responsible for the coordination of all logistical aspects related to the courses 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.
Controls for the inventory of medical equipment and supplies required for the delivery of clinical skills tutorials and simulated clinics and the set-up of medical equipment in classrooms.
Oversees of the evaluation process for the students and teachers (physician and health professionals) and monitoring performance for teaching or professional issues.
Responsible for the coordination and quality assurance of online examinations.
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 courses and Rotations Planning Committees.
Responsible for reporting teaching hours for the remuneration of teachers.
Collaborates with various internal and external parties in order to ensure the successful roll out of all aspects involved with the courses 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 Objective Structured Clinical Examinations (OSCE).
Builds and maintains positive relationships with stakeholders involved, ensuring the successful delivery of the courses and rotations.
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.
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.