Job Description

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Job Type: Employee
Duration in Months (for fixed-term jobs): 23
Job Family: Academic Administration
# of Open Positions: 1
Faculty/Service - Department: Registration and Foreign Programs
Campus: Roger Guindon Hall
Union Affiliation: SSUO
Date Posted: November 11, 2024
Applications must be received BEFORE: November 22, 2024
Hours per week: 35
Salary Grade: SSUO Grade 10
Salary Range: $77,637.00 - $98,070.00
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:
The Intermediate Specialist, Academic Administration provides guidance and advice on the requirements for the completion of the Postgraduate Medical Education Program (PGME). They have full responsibility in the planning and execution of the admissions, registration, training progression and training completion processes for over 1,300+ national and international medical doctors (trainees). They are responsible for the maintenance and ensure completion of trainee records, and act as a resource person to all trainees, Program Administrators (PAs), Program Directors (PDs), Faculty, hospital leadership, sponsors, and external agencies, for all aspects related to PGME.
In this role, your responsibilities will be:

• Advisory & Administration: Provide guidance to trainees, sponsors, Program Administrators (PAs), Program Directors (PDs) and leadership on all questions related to admissions, academic regulations and procedures. For trainees requiring additional support, provide guidance and direct them to the appropriate services. Ensure trainees meet registration requirements prior to beginning their training and being promoted to the next level. Manage the Confirmation of Certification of Training, which is required by the Royal College of Physicians and Surgeons of Canada (RCPSC) and the College of Family Physicians of Canada (CFCP), in order to confer certification following successful completion of training in the specialty and/or subspecialty program.
• Academic Review & Planning: Monitor the successful completion of the initial assessment (i.e. AVP, PEAP), required for International Medical Graduate, to determine if they can function at their appointed level of training prior to full acceptance in the program. Prepare documentation of trainees having academic difficulties or professional concerns to be presented to the Evaluation Subcommittee or Professionalism Committee. Develop plans for trainees, in consultation with academic directors, to enable them to improve their performance and reach the educational goals and promoting student advancement. Evaluate cases potentially requiring exceptions such as leave of absence, deferrals, failures, extensions, remediations and probations.
• Coordination: Close collaboration with over 300 PAs & PDs, located at our partner hospitals, Clinical Placement Risk Management Office, Payroll and other organizations, such as the College of Physicians and Surgeons of Ontario (CPSO) and Canadian Medical Protective Association (CMPA), to ensure trainees compliance year-round to mandatory enrolment requirements. Collaborate with uOttawa Immigration experts to provide guidance to our international trainees with processing work permits/visas and traveling to Canada. Collaborate with the International Global Health Office to ensure that appropriate International University Agreements are drafted, finalized, reviewed periodically and signed with international sponsors and to develop orientation and training sessions for candidates who have been admitted.
• Admission: Analyze admission applications received through CaRMS, non-CaRMS and transfer request processes, assessing applicants degree, citizenship and adherence to admissions requirements. Review and approve program descriptions, program rank order lists and ensure compliance to CaRMS policies and national standards for admissions, within national timelines. Design and lead the admissions process for new and returning Visa residents and fellows. Establish deadlines for submission, evaluate files for academic and financial admissibility and assess for adherence to all admissions requirements. Reject candidates not eligible.
• Registration: Responsible for the enrolment and for monitoring compliancy of all requirements, including issuance of valid work permit issued by Immigration, Refugees and Citizenship Canada (IRCC), licensing to practice medicine in Ontario via the CPSO, CMPA medico-legal protective coverage, payment of registration fees, immunizations, and completion of learning modules, for residents, Subspecialist Examination Affiliate Program (SEAP) trainees as well as research and clinical fellows.

What you will bring:

• University Degree in Administration, business or similar specialty or an equivalent combination of education and work experience.
• Minimum of 4 years of demonstrated experience in a similar role.
• Previous experience in a medical, health science and/or academic setting is considered an asset;
• Knowledge of the general structure of postgraduate medical education training in Canada and Ontario provincial licensing requirements is an asset
• Knowledge of health care system in Ontario and Canada is an asset
• General knowledge of project management and administration principals normally acquired through postsecondary education and/or a work environment.
• Experience interpreting, explaining and applying regulations and procedures.
• Strong interpersonal and relationship building skills.
• Ability to communicate effectively with a variety of internal and external interested parties at all levels,
• High level of accuracy and attention to detail;
• Advanced multi-tasking and organizational skills and ability to be flexible when priorities shift;
• Ability to work and problem solve under pressure;
• Able to work independently and have autonomy of their workload, establish priorities to meet deadlines in a fast-paced and high-volume work environment;
• Advanced knowledge and experience using computer systems and softwares such as but not limited to: student and document management systems (uoCampus, Brightspace, Elentra, XTender); word-processing (MS Word), financial spreadsheets (MS Excel), email and scheduling (MS Outlook), virtual conference platforms (MS Teams and Zoom), information databases and web-based applications;
• Bilingualism French and English (spoken and written)

#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 hrtalentmanagement@uottawa.ca 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 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.