Full-Time Program Administrator II

Ottawa Department of Medicine; Ottawa; On-site; CAD 60,000 - 80,000; Full time

Job summary

A healthcare institution in Ontario is seeking a Program Administrator II for their Medical Education Program. This role is crucial in supporting medical trainees and facilitating program operations. The ideal candidate should possess administrative experience, knowledge of medical education processes, and the ability to work effectively in an academic environment. Benefits include pension plan participation and wellness resources.

Benefits

Healthcare of Ontario Pension Plan

Intercampus shuttle service

Exclusive discounts on travel and gyms

Qualifications

• 5-7 years of recent related experience in administration.
• Experience in an academic or medical environment preferred.
• Knowledge of medical education programs and accreditation standards.

Responsibilities

• Coordinate and support the Residency Training and Competence Committee meetings.
• Manage evaluations and accreditation documentation.
• Serve as primary administrative contact for program-related inquiries.

Skills

Interpersonal skills

Organizational skills

Problem-solving skills

Bilingual (English and French)

Education

Postsecondary degree in related discipline

Tools

MS Office (Word, Outlook, Excel)

SharePoint

Electronic scheduling software

Job description

Overview

Join our dynamic team at the University of Ottawa Medical Associates (UMA) in the position of Program Administrator II 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 Manager, Medical Education Programs, and work closely with medical trainees and Program Administrators within the Department of Medicine.

The Program Administrator II will ensure the delivery of timely, accurate, and efficient service that promotes program success and enhances the overall experience for trainees and staff.

Responsibilities

(This is not a complete list):

• Be the primary administrative point of contact for training program for medical trainees, other program administrators, and external partners and governing bodies.
• Liaise with the Program Administrators and the Lead Residents to facilitate a program specific orientation for all new trainees.
• Plan, support, participate in, and record meeting minutes for meetings such as the Residency Training and Competence Committee meetings.
• Accept and provide wellness resources to medical trainees.
• Coordinate, disseminate and receive resident evaluations.
• Contributes to the administrative preparation for internal and external reviews and accreditation.
• Organizes, reports and documents, arrange meetings and provides support to action recommendations from accreditation.
• Organize, prepare, collect data, and edit the Canadian Accreditation Management System (CanAMS) ensuring accuracy.
• Organize, coordinate and support the CaRMS, including recruitment, file reviews, results, match activities.
• Update and maintain the CaRMS database, ensuring data accuracy.
• Develop and maintain call schedules.
• Accept, process, approve, and track all resident leave requests in accordance with the PARO Collective Agreement.

Qualifications

• Postsecondary degree in a related discipline or an equivalent combination of education and work experience
• 5-7 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

Job Benefits

The University of Ottawa Medical Associates (UMA) is the largest physician partnership in the Department of Medicine, The Ottawa Hospital / University of Ottawa, Faculty of Medicine. Working closely with our physician specialists, most of our employees work from offices within The Ottawa Hospital.

The Department of Medicine is a collective of experts and innovators. We are specialist physicians, resident doctors and medical students, researchers and administrators. We all have one guiding ambition: to move medicine forward. The administrators of DOM are the core of our workplace; enabling the education of our residents and medical students as well as the vital work of our researchers and physician specialists.

We are deeply committed to supporting the well-being of our employees. We prioritize your long-term financial security through participation in the Healthcare of Ontario Pension Plan (HOOPP). Thanks to our strong partnership with The Ottawa Hospital, employees can benefit from the intercampus shuttle service for convenient travel between locations, as well as work-life balance perks like exclusive discounts on travel, hotels, and on-site gyms. These benefits are designed to enrich both your personal and professional life, ensuring your experience with us is both rewarding and fulfilling.

The Department of Medicine is committed to upholding the values of equity, diversity, inclusion, and accessibility in our living, learning, and work environments. We encourage qualified applicants from all groups with historical and / or current barriers to equity to apply. Upon request, accommodations due to a disability are available throughout the recruitment process.

Please note Canadian citizens and permanent residents will be given priority. We sincerely thank all applicants for their interest; however, only those selected for an interview will be contacted.