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Job Type:

Employee

Duration in Months (for fixed-term jobs):

24

Job Family:

Academic Program Management

# of Open Positions:

1

Faculty/Service - Department:

Research Shared Services and Anatomy Division

Campus:

Roger Guindon Hall

Union Affiliation:

SSUO

Date Posted:

September 16, 2024

Closing Date:

September 27, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above

Hours per week:

35

Salary Grade:

SSUO Grade 09

Salary Range:

$69,478.00 - $87,764.00

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 seminar programs. This includes managing the budgets, all logistics involved in planning the seminars and tracking student attendance to ensure they meet their program requirements. Organizes and sits on seminar committees in order to discuss various aspects such as future speakers, possible seminar topics, logistics, provides financial updates in relation to the budget, and reviews student attendance. 

• Plans and coordinates Research Days, Orientation and other events. Processes reimbursements for student travel. Provides data and support for Supervisor, and Managers as required. Schedules and attends several graduate program committee meetings, distribute agendas, takes, and distributes minutes, prepares related materials; follows up on action items as required.

• Works in collaboration with other Intermediate Specialists, Academic Program Management, in order to design and implement new or modify existing work methods for the purpose of maximizing productivity and effectiveness. Participates in discussions and brainstorming sessions to share best practices, discuss priorities, potential challenges, propose initiatives and discuss potential harmonization of certain processes as appropriate. Creates and maintains resources such as documents, checklists and tracking sheets for internal use in the collection of data and metrics for spending, academic information, and teaching workloads. Coordinates access cards, keys, desk space and lockers for registered students. 

• Responsible for gathering academic data in preparation for cyclical reviews and accreditation. This includes participating in meetings and maintaining folders with various tracking sheets. Communicate with multiple programs and departments/schools in order to cross reference information to ensure we have accurate records. Actively participate during accreditation and cyclical review visits.

Knowledge, Experience and Skills:

Essential Qualifications :

• University degree in a related discipline or an equivalent combination education and/or work experience 

• Thorough knowledge of postsecondary programs, academic regulations and university services, or equivalent experience

• Minimum 5 years of demonstrated experience in a similar role.

Other Qualifications :

• Experience in interpreting, explaining, and applying policies and regulations

• A demonstrated commitment to client service, strong interpersonal skills

• Excellent organizational, time management skills, strong ability to multi-task and prioritize responsibilities.

• Strong ability to function effectively in a fast paced, evolving environment and adjust priorities accordingly.

• Excellent negotiating and problem-solving skills, attention to detail.

• Ability to work under pressure to meet firm deadlines.

• Strong analytical skills to compile and analyze information and data for program planning.

• Absolute discretion in the handling of academic records.

• Ability to work in a team environment, have the flexibility and ability to take on occasional additional duties as necessary.

#LI-Hybrid

Key Competencies at uOttawa:
Here are the required competencies for all or our employees at uOttawa: 

Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.
Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.
Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact [email protected] to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.

If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 – Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.