Job Type:

Employee

Duration in Months(for fixed-term jobs):

18

Job Family:

Academic Program Management

# of Open Positions:

1

Faculty/Service - Department:

Postgraduate Medical Education

Campus:

Roger Guindon Hall

Union Affiliation:

SSUO

Date Posted (YYYY/MM/DD):

2025/09/25

Applications must be received BEFORE (YYYY/MM/DD):

2025/10/06

Hours per week:

35

Salary Grade:

SSUO Grade 11

Salary Range:

$90,987.00 - $114,932.00About 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

Coordinates and provides support to Program Administrators (PAs) of PGME programs, Hospital Medical Education Offices and Clinical Department Business Managers on PGME related matters, to ensure that institutional accreditation standards directly related to PAs are met, and operations run smoothly. Provides leadership and expertise in developing strategies for professional development for PAs. Contributes to the overall excellence and reputation of residency and fellowship programs.

In this role, your responsibilities will include:

Program Administrator Professional Development: Achieves accreditation standards for the PAs related to professional development by overseeing the professional development of PAs through the creation of workshops, modules, and other educational methods. Coordinates with partners such as the Centre on Innovation in Medical Education, and the Office of Continuing Professional Development to develop content for training sessions. Develops and delivers quarterly PA assemblies and an annual PA retreat, and bi-weekly training sessions for the PAs.

Performance Standard: In accordance with accreditation standards, identifies areas for improvement in the realm of PA performance and advise PA leaders on role requirements to ensure compliance. Provides feedback on PAs to the appropriate leader, and coordinate with PA leaders to ensure continuous performance improvement where applicable. Manages the orientation process from the uOttawa perspective to ensure smooth orientation of new Program Administrators which includes training on uOttawa tools, processes and practices. Ensures the account creation process is completed efficiently. Oversees PA mentorship program and ensures that it is accessible to new PAs.

Accreditation and Continuous Quality Improvement (CQI): Together with the Manager of Accreditation and Evaluation, supports the PAs in preparing for accreditation activities (internal and external reviews) and ensures training is provided by PGME team. Assists in the planning of accreditation in matters related to PA and their role within the program. Leads and supports CQI activities related to PA responsibilities, identifies best practices and requirements for new tools. Collaborates in the requirements definition, development, testing and implementation of systems, structures and processes that assure continuous compliance with accreditation and regulatory standards.

Program Administrator Support: Manages and acts as co-chair of the Program Administrator Executive Committee. Provides timely support to assist in the completion of critical processes and recommends best practices to ensure programs are streamlined and supported effectively. Ensures timely and precise communication with key partners to maintain compliance with rules and regulations. Builds sound relationships with internal and external partners to ensure an effective, positive and collaborative working and learning environment.

Human Resources Management: Supervises PGME direct reports, including recruitment, professional development, performance management and conflict management. May oversee the work of additional staff assigned to special projects within the scope of the program to ensure alignment with overall program goals.

What you will bring:

Essential Qualifications

• University Degree in Administration, business or similar specialty or an equivalent combination of education and work experience
• 5 years’ experience in a similar role with 2 years of leadership experience

Other Qualifications:

• Knowledge and experience in postgraduate medical education and / or program administration considered an asset.
• Knowledge and/ or experience of national medical school accreditation standards and processes considered an asset.
• Experience in overseeing personnel within a cross-functional team environment.
• Strong analytical skills.
• Knowledge of continuous quality improvement methodology.
• Advanced communication and interpersonal skills, ability to collaborate effectively with leadership, administrative personnel, faculty members, staff, students, and other partners.
• Strong organizational and time management skills, with a demonstrated capacity to manage several projects simultaneously
• Demonstrated tact, diplomacy, judgment, negotiation, leadership, and conflict resolution skills.
• Bilingualism – French and English (spoken and written)

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.