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Job Type:

Employee

Duration in Months (for fixed-term jobs):

N/A

Job Family:

Research and Program Support

# of Open Positions:

1

Faculty/Service - Department:

Research Shared Services and Anatomy Division

Campus:

Roger Guindon Hall

Union Affiliation:

SSUO

Date Posted:

September 09, 2024

Closing Date:

September 20, 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:
Using a wide variety of tools, techniques and skills supports the School of Epidemiology and Public Health (SEPH) as well as the Department of Innovation in Medical Education (DIME) in various day to day operations including managing projects supporting research and education. Acts as a communication liaison between program management, clients, contributors, experts, and other interested parties to ensure effective and timely sharing of information and meeting of deadlines under their responsibility. Responsible for executing logistical activities related to the delivery of programs while developing and maintaining communication platforms and strategies.

Specific Accountabilities :

• Project Coordination: Performs a variety of operational functions related to the delivery of a program in the context of a service, academic, community or research environment. Manages multiple projects, including all operational activities around project delivery efficiently. Troubleshoots unanticipated complications within the scope of program execution and implements creative solutions to ensure operational continuity. Evaluates and adjusts project activities based on feedback from participants and stakeholders. Maintains accurate records for key historical data, program metrics, and reporting to internal and external stakeholders.

• Researcher support: Act as a liaison between SEPH/DIME and the Faculty Research Office regarding research development and research administrative supports, policies and procedures. Update and maintain resource material and provide links to new and current faculty members in relation to various services and points of contact within and outside the Faculty of Medicine.

• Provides support to research investigators and their staff which contributes to the success of grant submissions. This includes a) assist/organize teams of grant-reviewers both in-house and external; b) review EDI and KT/KMb components of grant applications in collaboration with the Faculty and central research offices (as required by the Tri-Council); c) assist with research ethics applications, d) assist with developing, coordinating and updating researcher and collaborator CVs for research funding applications, and e) assist with coordination, administrative requirements for grants and funds received (RE forms, program coordination etc.). Ensure application packages are complete, timelines and submissions meet the specified requirements. 

• Provides support to research investigators with publications and developing collaborations. This may include protocol writing and contributing to the preparation/proofing of manuscripts as well as assisting in the determination of partnerships both internal and external to the university. Coordinate and schedule mentoring committees for researchers. Take minutes as required.

• Serves as a point person supporting DIME grants. Receives grant funding details from Director. Review website, post the call for applications. Send notice of applications to DIME mailing list. Process applications, check eligibility and maintain a database. Assign reviewers and send out submissions and links to surveys. Recruit selection committee and schedule DIME grant meetings. Confirm successful grant recipients. Confirm all recipients in the current year have completed paperwork and received money. Check status of prior grants and provide support as required.

• Awards and Recognition: Works collaboratively with the Faculty of Medicine Research Office, DIME, SEPH and the external awards committee to support applications for awards for eligible faculty members (external -Foundation Awards; internal - KT/KMb Excellence, Open Scholarship, Faculty Member Awards of Excellence). Provides information to Chair and School Director pertaining to faculty member accomplishments for recognition during departmental assemblies.

• Communication: Proactively works to build a positive image, increase reputation and awareness of the activities of the department/school. Advance the visibility of faculty research results, publications, conference presentations. Responsible for creating and circulating the successes of faculty members, students, and staff as well as upcoming events through various communication forums  (webpages, newsletters, special announcements, and social media). Ensures material is presented in a way that is accessible to a variety of audiences and coordinates improvements to maximize the effectiveness of available tools. Updates and maintains websites including faculty profile pages for multiple departments/schools within Basic Sciences. Ensures that websites and internal communications are bilingual and accessible. Ensure notices about research funding opportunities are disseminated to members of SEPH and DIME. Collaborates with Faculty and University and communications teams in updating content to the web, social media and other platforms, while ensuring that University guidelines are respected. 

• Responsible for organizing logistics for DIME Rounds and various seminars across SEPH and DIME. This includes disseminating information about presentations (announcements and TV screen slides).

• Recruitment: Works collaboratively with Chair, School Director and colleagues to provide support during recruitment, including serving as point person for logistics planning for recruitment candidate seminars or job talks. This includes managing email communication, creating itineraries, collaborating with colleagues who handle reimbursements, circulating information to faculty members and other interested parties.

• Onboarding: Acts as a main point of contact for onboarding of new recruits, liaising with key partners (e.g., Recruit, Chair, Research Office, HR, medfaci, medpurch, medsafety, etc.) to ensure that space, accounts, equipment, training and other supports are coordinated to support rapid establishment of new Faculty members and research teams. Create, update and provide onboarding resource materials.

• Activity and Event Registration: Provide support in registration logistics related to ongoing participation in departmental or school events including SEPHs Summer Institute. This includes planning and executing efficient participant registration and all related follow-up for special events. Including routine activities in support of the smooth execution of departmental or school events. 

• Management Support: Provides reports to management to support program planning and continuous improvement initiatives. This includes creating and circulating surveys and managing the data, preparing reports or slides, and making recommendations that align with strategic planning. Attends departmental and school assemblies, scientific meetings, focus groups and retreats, takes minutes when needed. Provides support to Departmental Chair and School Director by managing projects as assigned.

Knowledge, Experience and Skills:

Essential Qualifications:

• University degree or an equivalent combination education and work experience 

• Minimum four (4) years of demonstrated experience in a similar role, preferable in an academic setting

Other Qualifications: 

• Demonstrated abilities in project and priority management, flexibility to make adjustments

• Strong analytical skills, attention to detail and critical thinking

• Lean Six Sigma certification is an asset

• Strong ability to work under pressure and organize work according to strict deadlines 

• Demonstrated ability to create, maintain and build relationships

• Strong organizational and planning skills 

• Strong communication, interpersonal and customer service skills

• Ability to create newsletters, update websites, create surveys

• Demonstrated understanding of grant applications, Research Ethics Board applications, reports, abstracts, publications, and systems project management applications 

• Ability to assist with manuscripts and grant applications in scientific language

• Ability to review information and provide summaries

• Ability to maintain records of research activities, and prepare periodic and ad hoc reports, as required by investigators, administrators, funding agencies, and/or regulatory bodies

• Bilingualism – French and English

#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.