Full-Time Program Administrator II – Civic Campus (Vacant)

University of Ottawa Faculty of Medicine; Ottawa; On-site; CAD 55,000 - 75,000; Full time

Benefits offered by this job

HOOPP Pension

Intercampus shuttle

Travel discounts

Hotel discounts

On-site gym

Job summary

University of Ottawa Medical Associates (UMA) seeks a Full-Time Program Administrator II for the Medical Education Program. You will serve as the main administrative contact for trainee programs, coordinate orientations, and support scheduling, accreditation, and CaRMS activities.

You will work with the Department of Medicine to maintain systems (CanAMS, SharePoint, WebEx, One45, Elentra), advocate for trainee well-being, and handle confidential information with discretion.

Qualifications

• Postsecondary degree in a related discipline or equivalent combination of education and work experience.
• 5–7 years of recent related experience in administration.
• Experience in an academic/medical environment or medical education is strongly preferred.
• Proficient in MS Office with intermediate Word, Outlook and Excel.
• Experience with SharePoint.
• Knowledge of academic processes including scheduling, student reports and evaluation systems.
• Knowledge of medical education programs and accreditation bodies (RCP, CFPC, CAN).
• Experience with hospital processes/policies and licensing bodies.
• Experience creating schedules; using electronic scheduling software preferred.
• Strong interpersonal skills to engage trainees as primary contact.
• Excellent organizational, planning and problem-solving skills.
• Ability to handle highly sensitive/confidential information with discretion.
• Initiative, dedication and tact/diplomacy.
• Tech in medical education (CanAMS, WebEx, One45, Elentra) an asset.
• Bilingual English/French (B+) is an asset.

Responsibilities

• Serve as the primary administrative contact for training programs and external partners.
• Coordinate orientation for new trainees with program admins and leads.
• Support trainees with internal systems including call and teaching schedules, rotations and OSCEs.
• Provide wellness resources to medical trainees.
• Support accreditation preparation and reporting activities.
• Organize data and edits in CanAMS for accuracy.
• Coordinate CaRMS activities including recruitment and match processes.
• Maintain the SharePoint site for the Office of Education and Training.
• Assist in planning and executing Education Program events.

Skills

Interpersonal skills

Organizational skills

Problem solving

Discretion/confidentiality

Initiative & diplomacy

Tech in medical education

Bilingual English/French

Education

Postsecondary degree in a related discipline

Equivalent combination of education and work experience

Tools

MS Office (Word/Outlook/Excel)

SharePoint

CanAMS

WebEx

One45

Elentra

Job description

Join our dynamic team at the University of Ottawa Medical Associates (UMA) in the position of Full-Time 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 Manger, Medical Education Programs, and work closely with medical trainees and Program Administrators within the Department of Medicine. (This is not a complete list):

• Be the primary administrative point of contact for the training program(s) 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.
• Liaise and support the medical trainees regarding the us e of internal systems and processes including call schedules, teaching schedules, block rotations and OSCEs.
• Accept and provide wellness resources to medical trainees.
• 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.
• Maintain and update the SharePoint site for the Office of Education and Training
• Support the planning, preparation, and execution of Department of Medicine (DOM) Education Program events

• 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

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.