Job Description

Job Type:

Employee

Duration in Months

(for fixed-term jobs):


14

Job Family:

Administrative Support

# of Open Positions:

1

Faculty/Service - Department:

DFM Faculty Affairs and Faculty Development

Campus:

Roger Guindon Hall

Union Affiliation:

N/A

Date Posted:

July 21, 2025

Applications must be received

BEFORE

:

August 01, 2025

Hours per week:

35

Salary Grade:

Non-Union Grade NC5 - 35 hrs

Salary Range:

$67,700.00 - $84,625.00
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 position will provide support to the Chair of the Department, Departmental leadership and Manager of Faculty Affairs and Faculty Development as well as administrative oversight, around recruitment, appointments and renewals of faculty and staff, performance management, Awards programs, relevant committees, and policies.

Specific Accountabilities:

Academic Appointments:

Coordinates the faculty appointment process within the Department of Family Medicine. This includes assisting and communicating with candidates throughout the entire process, and coordinating with the Dean's Office of the Faculty of Medicine. The incumbent is also accountable for renewals, change of status, cross-appointments, Emeritus requests and departures of existing faculty.

Promotions:

Prepares, circulates, collects, assembles and processes all required documentation for the formal Promotion process for Faculty members. Responsible to monitor the process at each step, take any necessary remedial action, and follow up when required. Ensures compliance with policy and process requirements as established by the Guidelines for Academic Promotion of Clinical Faculty.

Academic Leave:

Coordinates the process for Academic Full-Time faculty requesting academic leave. Ensures both University and Departmental policies are met and prepares communication from the Chair.

Recruitment and Selection:

Assists with the coordination of all aspects pertaining to the recruitment of academic and support staff positions by providing support to the selection committees which include posting positions, drafting job descriptions, proposing interview questions and supporting the selection process where required in accordance with relevant policies and procedures. Develops contracts for new faculty members and tracks them to ensure renewal prior to its end date. Ensure that job descriptions are current and up-to-date.

Performance Management:

Coordinates the performance review process for faculty members and support staff. Ensures the required documentation for the reviews is completed, received and signed.

Tuition/Leadership Support Fund and other Grants:

Works directly with the Chair and Departmental Teaching Personnel Committee to maintain the Tuition/Leadership Support Fund for faculty members pursuing professional development. Acts as a main contact for enquiries and maintaining information for funds and grants.

Awards:

Tracks awards and nominations received by the faculty, including years of service and profile information. Informs the leadership of upcoming awards in a timely manner allowing appropriate time for submission of documentation. Informs the leadership of award winners, and communicates results as required.

Website/Communications:

Responsible to regularly update material for the Faculty Affairs content management section of the website. Responsible for providing content regarding Faculty Affairs for the Departmental Newsletter.

Administrative duties:

Provides general office support, such as preparing meeting agendas, taking minutes, communicating with meeting attendees and circulating any supplementary documentation in a timely manner. Provides analysis and reports on Faculty members work to the Chair and Departmental leadership, as needed. Maintains database, faculty member and support staff files. Responsible for managing and updating all central communication for the faculty members list(s).

Policies and Procedures:

Liaises with Departmental leadership to review work processes and policies within the Department of Family Medicine, identifies areas of opportunity and makes recommendation for improvement. In collaboration with the Departmental leadership, designs, documents, implements and evaluates new or improved processes aimed at improving the general management of information for Academic Staff.

On boarding:

Coordinates and/or assists with new employee/faculty orientation. Updates and maintains on boarding materials and guides the department about University HR policies, programs, processes and practices.

Knowledge, Experience and Skills:

Knowledge of administration, human resources or related discipline usually acquired through post-secondary education or an equivalent experience Knowledge within an academic environment preferred Minimum of 3 to 5 years of experience in administration environment Experience using computer systems and software such as Windows, MSWord, MSExcel, databases, e-mail and the internet Experience in analysis and problem-solving High degree of initiative, assertiveness, courtesy, discretion/confidentiality and diplomacy Strong organizational skills, effective time management, attention to detail, and resourcefulness Ability to work with minimal supervision, in a team environment, under pressure with firm deadlines Excellent communications and interpersonal skills 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 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.