Senior Coordinator, Competency Assessment

University of Ottawa•Ottawa, ON

5d•CA$64,865 - CA$81,935•Hybrid

About The Position

The Competency-Based Assessment Coordinator is responsible for the proper operational delivery of all competency-based assessment related activities (e.g. Entrustable Professional Activities (EPA)) while working in close collaboration with internal and external stakeholders and is the primary point of operational accountability as it pertains to the portfolio. They ensure proper implementation, ongoing maintenance, and continuous improvement across all clerkship rotations and hospital sites and that faculty and preceptors are trained and supported, and student progress is monitored systematically against defined thresholds. They are responsible for providing accurate and timely data and appropriate logistical support to the Clerkship Competence and Promotion Committee (CCPC) to ensure informed, evidence-based promotion decisions can be successfully completed. They ensure compliance with accreditation standards as determined by the Committee on Accreditation of Canadian Medical Schools (CACMS) to remain in good standing.

Requirements

University Degree in Administration, business or similar specialty or an equivalent combination of education and work experience
Three years of related experience.
Experience in project management or coordination and in using project management tools.
Experience in leading the change management process.
Experience in communications, writing reports, website content and promotional materials.
Excellent organizational skills, ability to work under pressure and to meet strict deadlines.
Ability to interpret requirements, create processes and procedures.
Ability to collect and analyze data for the purpose of creating meaningful reports.
Ability to multitask, manage multiple initiatives and organize events.
Ability to work autonomously and organize work to meet firm deadlines.
Excellent interpersonal, communication and problem-solving ability.
Maintains strict confidentiality of all learner-specific information.
Strong customer service experience and ability to effectively work with faculty members and key stakeholders.
Experience using computer systems and software such as Windows, Microsoft 365 applications (Word, Excel, PowerPoint, Outlook, etc.), MS Teams, SharePoint, Elentra, One45, Brightspace.
Bilingualism – French and English (spoken and written).

Nice To Haves

Experience with project management software is considered an asset.

Responsibilities

Coordinates the development, maintenance, and execution of competency-based assessment strategies and activities (e.g. EPA) in close collaboration with the Clerkship Directors and the Assistant Dean, Student Assessment and Promotion.
Supports and works closely with Hospital Coordinators and Rotation Leads in completing assessment-related tasks related to each clinical site; compiles status reports and follows up on action items in a timely manner.
Acts as the institutional subject matter expert on competency-based assessments, providing progress reports to UGME leadership.
Identifies change management and program improvement areas to ensure proper continuous delivery.
Monitors assessment completion and progress data in the designated assessment platform on a defined cycle; generates reports identifying students at risk of not meeting minimum thresholds by Year 3 completion.
Maintains assessment-related data mapping documentation; coordinates updates to the assessment platform configuration when curriculum or rotation structures change.
Determines IT requirements in collaboration with the Supervisor, Project Management, and identifies improvements for the tools and platforms to record and store assessment and evaluation and ensures proper interaction with existing IT solutions and alignment with established governance and system management processes.
Provides full administrative and logistical support to the CCPC: meeting organization, agenda preparation, minutes, and documentation of decisions and action items.
Prepares structured pre-meeting briefing packages for each CCPC meeting, compiling longitudinal assessment data, threshold status, and clearly identified flags for review, ensuring members have the information needed to deliberate meaningfully.
Collaborates with the UGME Clerkship Exam Coordinator to ensure that assessment data and examination/OSCE data are aligned when preparing committee briefing packages, to ensure the CCPC receives a coherent, integrated picture of each student’s longitudinal performance.
Manages the escalation documentation process when cases are referred to the Student Promotions Executive Committee (SPEC): prepares the required structured summary of longitudinal performance and prior documentation.
Manages escalation communications between Rotation Leads and the Clerkship Competence and Promotion Committee when students are flagged as not meeting thresholds.
Ensures effective training in assessment methodology is available for all preceptors and Rotation Leads by collaborating with the Office of Continuing Professional Development (CPD) and instructional designers to develop and deliver mandatory training.
Coordinates training events, open houses, focus groups, and communications to relay expectations, implementation timelines, ongoing updates and observation requirements.
Acts as a first point of contact and ensures ongoing support and troubleshooting for preceptors encountering difficulties with submitting assessments while using the online platform.