Specialist, Academic Program Management

University of Ottawa; Ottawa; On-site; CAD 76,000 - 96,000; Full time

Job summary

University of Ottawa is seeking a dedicated administrator to support Basic Sciences in the Faculty of Medicine. You will work with Chairs, Directors and faculty to develop and implement new initiatives while ensuring continuity across programs.

You will oversee course and exam scheduling, manage enrollments, coordinate room allocations, and provide data reports to leadership. The role requires collaboration with multiple departments to optimize educational operations.

Qualifications

• Guides program directors to ensure efficient administration of programs.
• Oversees enrollment processes and schedules for undergraduate courses.
• Schedules rooms for courses and exams, manages space and logistics.
• Prepares postings, hires TAs and proctors, and handles exam logistics.
• Provides data reports to Chairs and Directors as required.

Responsibilities

• Guides and supports Program Directors in order to ensure the efficient administration of assigned programs. This includes tracking teaching coverage for graduate and undergraduate programs, providing reports with course coverage details and student enrollment numbers.
• Oversees the enrollment process for courses under the incumbent's responsibility, including scheduling of ANP, CMM, PHA and PHS courses and exams, updates in uoCampus, and handling course-related requests.
• Negotiates and secures rooms for all sections of ANP, CMM, PHA & PHS undergraduate courses and seminars, collaborates to ensure enrollment needs, handles course evaluations and projected enrollments.
• Prepares information for job postings for part-time teaching, coordinates compensation with Payroll, hires TAs and proctors, schedules exams, and manages related logistics.
• Supports program directors and faculty with Brightspace, uoCampus, LMS and syllabus creation and maintenance.

Job description

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Job Details

• Posting Reason: Replacement of a temporary position
• Job Type: Employee
• Anticipated Duration in Months (for contracts and temporary assignments): 24
• Job Family: Academic Program Management
• # of Open Positions: 1
• Faculty/Service - Department: SEPH Operations
• Campus: Roger Guindon Hall
• Union Affiliation: SSUO
• Date Posted (YYYY/MM/DD): 2026/11/05Applications must be received BEFORE (YYYY/MM/DD): 2026/11/16
• Hours per week: 35
• Salary Grade: SSUO Grade 09
• Salary Range: $76,104.00 - $96,135.00

About the Faculty of Medicine

Welcome to the University of Ottawa Faculty of Medicine, the first and largest bilingual medical faculty in Canada. Our learners have access to state-of-the art facilities and specialized institutions as they learn alongside world-class physicians and scientists. Consistently ranked among the top 10 medical schools in Canada, our faculty is among the top faculties of medicine in the world for research impact in biomedical and health sciences.

Position Purpose

Supports the educational dossier for Basic Sciences. Advises, guides and supports Program Directors and faculty members. Work in collaboration with Chairs, Program Directors, Course Coordinators, Program Leads and faculty members to support the development and implementation of new initiatives. Provides coverage in and support to multiple programs in order to ensure operational continuity.

Specific Accountabilities

• Guides and supports Program Directors in order to ensure the efficient administration of assigned programs. This includes but is not limited to tracking teaching coverage for graduate and undergraduate programs, providing reports with course coverage details and student enrollment numbers. Manages various clinical schedules related to teaching coverage and rotations in all concentrations within the Clinical and Translational Medicine concentrations. Schedules and attends meetings with interested parties in order to discuss program needs and potential challenges. Gathers data, provides reports to Chairs, Directors, supervisor and manager as required. Supports the Program Directors with any administrative duties as required. Works closely with the Graduate Studies office at the Faculty of Medicine in order to provide optimal support for the programs and foster a strong working relationship with our educational partners.
• Oversees the enrollment process for courses under the incumbent's responsibility. This includes providing front-line service and information for current and potential students. Responsible for the scheduling of all ANP, CMM, PHA and PHS undergraduate courses and exams. Updates course and exam schedules in uoCampus. Manage requests for the Director of Undergraduate Education for (CMM) such as course equivalencies and prerequisite waivers. Enters information in uoCampus related but not limited to faculty appointments and supervisory privileges. Provide support to program directors and faculty members with Brightspace, uoCampus and LMS. Guides faculty members with Simple Syllabus in order to create course syllabi. Creates and maintains a syllabi catalogue for various departments. Provides recommendations and information to departmental chairs, school directors, program directors and faculty members as required. When courses reach capacity, recommends adding sections to courses in order to reduce waiting lists. Once approved, takes care of all the logistics such as scheduling the course and negotiate space. This also includes onboard the professor by going over course expectations providing support with Brightspace, providing information regarding books used in the course and assisting with the preparation of slide decks.
• Negotiates & secures rooms for all sections of ANP, CMM, PHA & PHS undergraduate courses and seminar program, provide additional space for midterm and final exams. Collaborate with Health Sciences and other faculties to ensure that the rooms reserved will meet their enrollment needs. Handles all course evaluations and projected enrollments by communicating with the registrar's office for the purpose of ensuring that applicable programs meet their respective requirements and targets in terms of student population.
• Prepares the necessary information for job postings for part-time teaching, relays information to the Faculty of Medicine Payroll Office for compensation claims ensuring compliance with appropriate policies, practices and collective agreements. Hires TA's, and correctors for courses under the incumbent's responsibility. Schedules deferred and supplemental exams. Hires proctors for regular and deferred exams. Manages student accommodation (formerly SASS) exam requests and document uploads. Prepares exams which includes formatting, printing and distribution. Get scantron sheets and booklets ready for exams. Responsible for uploading grades for ANP, CMM, PHA and PHS undergraduate courses. Handles tasks related to course evaluations.
• Responsible for all