Associate Supervisor, Academic Program Management

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Posting Reason : New Position

Job Type : Employee

Anticipated Duration in Months (for contracts and temporary assignments) :

36

Job Family :

Academic Program Management

# of Open Positions :

Faculty / Service - Department :

UGME Preclerkship

Campus : Roger Guindon Hall

Union Affiliation : SSUO

Date Posted (YYYY / MM / DD) :

2026 / 01 / 19

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

2026 / 01 / 30

Hours per week : 35

Salary Grade : SSUO Grade 10

Salary Range :

$80942.00 - $102245.00

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 :

Reporting to the Manager of Academic Program Management the incumbent plays a critical role in ensuring that all operational and administrative processes related to curriculum delivery for the Undergraduate Medical Education Program in preclerkship are executed to the highest standards thereby contributing to the overall success of the MD program. Contributes to tactical and operational decision-making especially around day-to-day program coordination scheduling recruitment of teachers and workflow optimization. Recommends improvements in operational processes resource use and session-level planning. Supervises a team of Lead Coordinators and is responsible to maintain and enhance the quality of administrative tasks and processes involved in the planning coordination and management of courses and clinical placements across both francophone and anglophone streams.

Specific Accountabilities

Program coordination : Oversees administrative tasks carried out by the Lead Coordinators in alignment with institutional policies processes and program guidelines and ensures their completion within the mandated collaboration with the Manager of Academic Program Management responsible for the development revision and enhancement of workflows to effectively support both existing and new curriculum activities including the implementation of innovative delivery methods.

Process Development : Leads process development and refinement within established strategic framework set by the manager improving the overall effectiveness of curriculum delivery.

Regulatory Compliance and Communication : Ensures the consistent application of regulations and processes in order to remain compliant from both an accreditation perspective as well internally to the university. Ensures effective communication of relevant information to course leaders content experts professors and other partners.

Academic Activity Management : Develops and actively maintains working relationships with course leaders content experts professors and other parties to establish effective partnerships while ensuring the seamless delivery of academic activities. Provides guidance and a point of escalation to the Lead Coordinators in addressing daily emergencies and managing last-minute scheduling changes.

Academic Recruitment and Scheduling : Oversees and monitors adherence to policies procedures and processes for recruiting physicians and health professionals and scheduling of academic activities including courses and clinical placements. Works directly with Lead Coordinators in order to ensure that appropriate coverage is in place for each academic activity. Responsible for the creation of an annual calendar of operations.

Team Supervision : Hire supervise and evaluate direct reports and ensure that they have the training and tools needed to do their jobs efficiently and effectively. Apply human resources management procedures and regulations. Oversee team engaged in the provision of academic support services. Assign tasks and projects based on operational need. Ensure operational continuity and acts as firs-level escalation point for coordinators.

Quality Assurance & Continuous improvement : Ensures quality assurance through documentation review process adherence and frontline continuous improvement. Lead initiatives to ensure business continuity and ongoing support for programs in a climate of regular turnover of Course Leaders and Content Experts. Foster a culture that focusses on continuous improvement anticipating needs of internal stakeholders and prioritizes service excellence. Conducts accuracy checks on documentation and workflows for audit readiness. Supports accreditation reporting by collecting and organizing data.

Reporting : Prepares reports on student academic progression teaching activities and faculty contributions for remuneration purposes identifying contributions from each academic department. Supports Manager Academic Program Management by gathering data and drafting sections of accreditation reports.

Knowledge Experience Competencies and Skills :

Essential Qualifications :

University Degree in Administration business or similar specialty or an equivalent combination of education and work experience

Five (5) years of relevant experience in a similar role with a minimum of two (2) years in a leadership capacity

In-depth knowledge of academic programs at secondary school college and / or undergraduate levels (structures curricula regulations)

In-depth knowledge of university and faculty regulations

Experience in implementing new processes and procedures

Experience in analyzing records and in interpreting communicating and applying regulations and procedures

Excellent negotiating and problem-solving skills and attention to details

Experience in researching analyzing and producing data and statistical reports

Experience in providing customer service in a supportive academic environment

Strong organizational skills ability to organize teamwork to meet strict deadlines in a fast-paced environment

Skills in using computer systems and the software needed to perform the duties of the position

Strong critical thinking and analytical skills

Leadership skills and strong 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 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.

Required Experience :

Manager

Key Skills

Microsoft Office,Inventory Control,Soft Skills Training,General Management,Higher Education,Office Operations,Administration Support,Document Control Management,Documentation,Office Administration,Teaching / Lecturing,Inventory Management,Document Management,Inventory,Office Management

Employment Type : Full-Time

Experience : years

Vacancy : 1

Monthly Salary Salary : 80942 - 102245