Job Description

Part-Time Program Administrator III - UGME (Civic Campus)

Description

Join our dynamic team at the University of Ottawa Medical Associates (UMA) in the position of Part-Time Program Administrator III 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.



The Program Administrator for Undergraduate Medical Education (UGME) supports the administrative functions of medical education programs, maintaining compliance with academic and institutional standards, and contributing to a high-quality learning environment for medical trainees and faculty. Working collaboratively, the role will serve as a liaison between medical and academic institutions, distributed medical programs and undergraduate students.

Responsibilities

(This is not a complete list):Coordinate onboarding for medical students including facilitating in-person orientation for each new block. Develop and maintain call schedules, incorporating elective and electives for specialty and sub-specialty programs within the Department of Medicine. Maintain and ensure compliance with accommodation requests, as directed by the University of Ottawa. Coordinating virtual learning logistics to provide access and guidance to learners. Review evaluations to ensure accuracy and compliance with established guidelines and policies. Compile and analyze evaluation data and communicate findings to relevant stakeholders to support continuous program improvement. Collaborate with PDs to develop and prepare relevant exams for both Anglophone and Francophone streams including selecting, editing, and reviewing questions. Schedule, coordinate, proctor, and correct exams. Provide administrative support to the Program Director(s) and other clinical experts to enhance the delivery of academic materials and learning opportunities. Coordinate and support the Wellness Program for all undergraduate students in DOM, providing proactive outreach, individual support meetings, and regular check-ins to support student well-being. Participate in the accreditation process.

Qualifications

Postsecondary degree in a related discipline or an equivalent combination of education and work experience 3-5 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 speaking and comprehending both English and French (B+) is an asset

Job Benefits

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.

Contacts

To apply for this exciting opportunity, please forward your resume and cover letter, quoting the corresponding position title, by email at domcareers@toh.ca

IMPORTANT NOTICE:

Support staff are employees of the University of Ottawa Medical Associates. The Ottawa Hospital is the paymaster of our employees. Although our employees have offices within the Ottawa Hospital, they are not employed by the Ottawa Hospital. The Department of Medicine is committed to the principle of equal opportunity in its employment practices and to providing an environment free from discrimination and harassment for all employees. The University of Ottawa Medical Associates will, upon request, provide accommodations in accordance with the Accessibility for Ontarians with Disabilities Act.

Hiring organization

Employment Type

Part-time

Industry

Healthcare

Job Location

501 Smyth Road, Ottawa, ON, Ontario, K1H 8L6, Canada

Base Salary

$29.754-$35.559

Valid through

July 21, 2025