Program Coordinator, UGME

Competition No.:
Posting Date:
April 5, 2018
Closing Date:
Friday 20 April, 2018
Start Date:
Monday 14 May, 2018

* Applications must be received no later than 4:30 PM EST on the closing date (Friday 20 April, 2018)


The Program Coordinator, UGME oversees the day to day administrative operations, including communication, scheduling and rotation issues involving approximately 350 Medical Students per year within the Department of Medicine. This individual oversees the evaluation process, including examinations, student confidentiality, timely submission of rotation evaluations and elective planning. The incumbent reports to the Undergraduate Medical Education Director and the Executive Director of the Department of Medicine, and establishes a link between the students, The University of Ottawa Faculty of Medicine, and The Ottawa Hospital.

The successful applicant will be required to function and make decisions independently and quickly; independently assessing and formulating changes as required. This position requires judgment, tact, discretion and initiative to an outstanding degree.


RESPONSIBILITIES (include but are not limited to):

  • Supports the Undergraduate Medical Education Director (UMED) and provides Administrative support to the Undergraduate Medical Education Program (UGME), as the primary point of contact.
  • Collaborates directly with the UMED to develop and implement program objectives, orientations, examinations and evaluations.
  • Schedules and provides logistics support for orientation days and academic sessions.
  • Develops and maintains roster schedules including tracking attendance and providing applicable statistics. Coordinates rotations, leave requests and electives.
  • Coordinates the Clinical Clerkships within the medicine sub-specialties, approximately 80 local, national and international clerks.
  • Organizes and coordinates meetings and program events. Develops agendas, takes and distributes meeting minutes, and follows up on action items.


EDUCATION (Minimum Required):

  • Undergraduate degree in a related discipline or equivalent.



  • 7+ years previous related administrative experience – experience in medical education field is an asset.
  • Intermediate skills using MS Office, Adobe Acrobat and Access.
  • Experience developing call schedules.
  • Knowledge of One45 and WebEval an asset.
  • Knowledge and understanding of educational institution/accrediting organizations.
  • Knowledge of hospital infrastructure, university affiliations, and medical organizations.



  • Ability to work and thrive in a complex team environment.
  • Written communication, proofreading and editing skills required to draft or generate correspondence or documents.
  • Advanced interpersonal and verbal communication skills.
  • 5 years‚Äô experience coordinating meetings (preparation of agenda, taking and dissemination of minutes, etc.)
  • Ability to multi-task with an attention to detail, demonstrating organizational, prioritization, and time-management skills, as well as proven ability to meet deadlines.
  • Ability to work independently with minimal supervision
  • Strong analytical and problem-solving skills
  • Initiative, dedication, and attention to detail
  • Knowledge of academia is an asset
  • Proficiency in speaking and comprehending both English and French (Level B+) is preferred

HOW TO APPLY: To apply for this exciting opportunity, please forward resume and cover letter quoting the corresponding Competition Number, by email at, by fax at 613-737-8851 or by regular mail to Human Resources:

Department of Medicine, Box 206, The Ottawa Hospital, 501 Smyth Road, Ottawa, ON K1H 8L6.

We sincerely thank all applicants for their interest but only those under consideration will be contacted.

IMPORTANT NOTICE: Support staff are employees of the hiring physician(s) or Division and 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 Department of Medicine will, upon request provide accommodations in accordance with the Accessibility for Ontarians with Disabilities Act.