Coordinator, Academic Program Management

Job summary

The Clinical Administrator provides administrative support to the Family Medicine Academic Program by managing complex clinical and academic schedules for residents and faculty. Responsibilities also include coordinating meetings, event planning, maintaining records, and processing financial documentation for contracted staff.

Job details

Follow us on LinkedIn Posting Reason: Replacement of a temporary position Job Type: Employee Anticipated Duration in Months (for contracts and temporary assignments): 23 Job Family: Academic Program Management # of Open Positions: 1 Faculty/Service - Department: DFM Education Campus: Roger Guindon Hall Union Affiliation: N/A Date Posted (YYYY/MM/DD): 2026/10/15 Applications must be received BEFORE (YYYY/MM/DD): 2026/10/26 Hours per week: 35 Salary Grade: Non-Union Grade NC3 - 35 hrs Salary Range: $58,441.00 - $73,051.00 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: Under the direction of the Postgraduate Education Manager, the Clinical Administrator is responsible for providing administrative support to the Civic Postgraduate Manager, the Unit Director and other key faculty to ensure that residents and faculty have access to high quality, timely educational programming in support of the Family Medicine Academic Program. In this role, your responsibilities will include: Schedules all staff physicians and resident obligations to ensure that all academic and clinical requirements are met and updated while taking into consideration all personal and academic obligations of each faculty member and resident; this includes coordination of call schedules, clinical schedules, and teaching schedules. Maintains an up-to-date record of all leave that has been taken by each faculty member and resident and makes appropriate changes to all schedules affected to ensure efficiency and effectiveness of the program. Assists in meeting preparation, minutes taking, event planning (CaRMS, Graduation, etc.), typing of correspondence for ongoing sustainability of administration within the program. Maintains current record of term contracts or invoices, all shifts worked by contracted or casual staff (locums) and submits remittance advice to the accountant on a monthly basis to ensure that all locums are paid. What you will bring: Postsecondary education or equivalent Minimum of 3 years of experience in an administrative role Experience working within a medical and educational environment would be an asset Knowledge and experience of administrative and office procedures Knowledge of a complex scheduling system Knowledge of computer software such as e-mail (outlook), internet, MS Suite Ability to work under pressure Ability to work independently Able to work alone on a broad variety of projects Ability to maintain a High degree of judgment, sensitivity, initiative, assertiveness, courtesy, and diplomacy in dealing with people on a daily basis Able to establish and maintain healthy working relationships with people in course of work Excellent organizational skills Excellent oral and written communication skills in English. French is considered an asset. Ability to maintain a high degree of confidentiality, professionalism and dependability Flexibility #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.

What you’ll do

The Clinical Administrator provides administrative support to the Family Medicine Academic Program by managing complex clinical and academic schedules for residents and faculty. Responsibilities also include coordinating meetings, event planning, maintaining records, and processing financial documentation for contracted staff.

Requirements

Candidates must possess postsecondary education and a minimum of 3 years of experience in an administrative role. Proficiency in office software, strong organizational skills, and the ability to maintain confidentiality and professional relationships are essential.

Listed skills

• Time management · Preferred
• Problem solving · Preferred
• Administrative Support · Preferred
• Attention to detail · Preferred
• Data entry · Preferred
• Communication Skills · Preferred
• scheduling · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Scheduling
• Office procedures
• Microsoft Suite
• Outlook
• Data entry
• Event planning
• Communication skills
• Organizational skills
• Confidentiality
• Professionalism
• Diplomacy
• Time management
• Problem solving
• Attention to detail
• Employment Equity
• Academic Program Management
• Administrative Support
• Self-Starter
• Workplace Inclusivity
• Reading Comprehension
• Constructive Feedback
• Organizational Skills
• Oral Comprehension
• Planning
• Research
• Accounting
• Assertiveness
• Teaching
• Multilingualism
• Communication
• Event Planning
• Cooperation
• Creativity
• Project Planning
• Design For Manufacturability
• English Language
• Family Medicine
• French Language
• Health Sciences
• Innovation
• Invoicing
• Microsoft Outlook
• Office Procedures
• Remittance
• Typing
• Coordinating
• Teamwork

Job areas

• Administrative
• Education
• Healthcare
• Management & Leadership
• Academic Program Coordinator
• Program Coordinator
• Policy and Planning Managers
• Managers, All Other

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