Intermediate Specialist, Academic Administration – School of Epidemiology and Public Health

Follow us on LinkedIn

Job Type:

Employee

Duration in Months (for fixed-term jobs):

N/A

Job Family:

Academic Administration

# of Open Positions:

1

Faculty/Service – Department:

SEPH Operations

Campus:

Roger Guindon Hall

Union Affiliation:

SSUO

Date Posted:

June 27, 2024

Closing Date:

July 08, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above

Hours per week:

35

Salary Grade:

SSUO Grade 10

Salary Range:

$77,637.00 – $98,070.00

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

Supports the educational dossier of the School of Epidemiology and Public Health (SEPH), with special attention to the Master of Public Health (MPH), master’s and PhD programs (EPI) and Undergraduate Medical Education (UGME) program activities. The incumbent provides administrative support to the program leads to organize and track educational activities and to support the development and implementation of new initiatives. Serves as back up for the Lead Officer, Academic Administration, Residency Program in Public Health, and Preventative Medicine (PHPM).

Specific Accountabilities

• Plans and implements the practicum placement program, and additional practicum opportunities for all SEPH students, by anticipating and coordinating the logistical needs of upcoming and ongoing placements; this includes expectations, timelines, documentation, ensuring each student and placement supervisor completes the practicum learning contract and ensuring the collection of completed (student) evaluation forms and practicum evaluation forms. Presents to the students the practicum information and process of how to apply to a practicum in separate information sessions. Communicates and advises participating students, professors and community partners on practicum opportunities, responsibilities, and best practices within their practicum experience. Reviews each placement posting and supervisor CV to ensure they meet the criteria for a suitable learning experience. Assists the student or community partner with arising issues related to their placement. Alerts the Program Director of issues as necessary including tracking the timely organization of practicum placements by individual students.
• Develops and actively maintains working relationships with community partners in public health and related organizations. Actively seeks out new opportunities for funded practicum opportunities for students. Regularly meets/communicates with key community partners and is assigned to collect and analyze their feedback and level of satisfaction with the practicum program and to identify opportunities to deepen the working relationship. Makes recommendations as required to improve and maintain SEPH systems and/or processes leading to mutually beneficial working relationships with the broader community.
• Coordinates program activities and events including (but not limited to): orientation, student research day, MPH Capstone, and program committee meetings, Ph.D. proposal presentations. Reports operational and technical difficulties or problems to the Manager on a regular basis.
• Coordinates faculty advising for the MPH program and collection/analysis of advising reports. Liaise with career services to develop and host workshops and other support as needed for students.
• Provides feedback, and proactively collaborates with the Program Director and Manager on necessary program improvements. Assists the Program Director in developing program guidelines and policies, updates procedures and recommends proper tools to ensure that goals are met or surpassed. Proactively and in response to requests, updates guidance documents and verifies web links for all program components. Includes planning and developing the information support resources needed to respond to students and faculty regarding program changes. Maintains and updates the EPI and MPH Brightspace pages.
• Coordinates the MPH Committee and Epidemiology Graduate Studies Committee meetings; MPH and Epidemiology Admissions Committees, PhD comprehensive exam Committee meetings, is the point of contact for committee members, ensuring all documentation, and information is provided. Attending all graduate program committee meetings taking and writing minutes, preparing related materials, following up on action items as required.

Knowledge, Experience and Skills

Essential Qualifications

• An undergraduate degree or an acceptable equivalent combination of education or experience;
• Minimum 4 years in the areas of community development, or delivery of medical/health educational programs or in an academic institution;

Key Competencies

• Planning
• Initiative
• Client service orientation
• Teamwork and cooperation
• Strong attention to detail

Other Qualifications

• Experience in developing and maintaining successful community partnerships and stakeholder relations.
• A demonstrated commitment to client service, strong interpersonal skills
• Excellent organizational and time management skills and strong ability to multi-task and prioritize responsibilities
• Excellent negotiating and problem-solving skills, attention to details
• Strong analytical skills to compile and analyze information and data for program planning
• Ability to work independently with minimal supervision, ability to work successfully in teams
• Demonstrated technical software skills using MSOffice Suite, proficiency using email and internet; experience with database considered an asset
• Ability to work occasional evenings and weekends
• Bilingual (French and English).

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.

Read Full Description