DESCRIPTION

Join our dynamic team at the University of Ottawa Medical Associates (UMA) in the position of Full-Time Program Administrator III for the Medical Education Program. 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 Program Administrator for Undergraduate Medical Education (UGME) fosters a responsive and supportive environment as the primary point of contact for both trainees and Program Directors (PDs) within the UGME Program. This role is responsible for scheduling, distributing and tracking evaluations, coordinating examinations, facilitating onboarding, and coordinating academic activities.

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/ 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 the academic process, 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
• Strong interpersonal skills to foster community with trainees as first part of contact
• Excellent organizational, planning, and problem-solving skills
• Ability to handle highly sensitive and confidential information
• Initiative, dedication, tact and diplomacy
• Proficiency in technology related to medical education, including CanAMS, WebEx, One45 and Elentra is considered an asset
• Proficiency speaking and comprehending both English and French (B+) is an asset

(This is not a complete list):

• Coordinate onboarding for medical students including facilitating in-person orientation for each new block.
• Develop and maintain call schedules, incorporating elective and electives for specialty and sub-specialty programs within the Department of Medicine.
• Maintain and ensure compliance with accommodation requests, as directed by the University of Ottawa.
• Coordinating virtual learning logistics to provide access and guidance to learners.
• Review evaluations to ensure accuracy and compliance with established guidelines and policies.
• Compile and analyze evaluation data and communicate findings to relevant stakeholders to support continuous program improvement.
• Collaborate with PDs to develop and prepare relevant exams for both Anglophone and Francophone streams including selecting, editing, and reviewing questions.
• Schedule, coordinate, proctor, and correct exams.
• Provide administrative support to the Program Director(s) and other clinical experts to enhance the delivery of academic materials and learning opportunities.
• Coordinate and support the Wellness Program for all undergraduate students in DOM, providing proactive outreach, individual support meetings, and regular check-ins to support student well-being.
• Participate in the accreditation process.