Associate Supervisor, Academic Program Management

Follow us on LinkedIn

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:

1

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:

$80,942.00 - $102,245.00

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 timeframes. In 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 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.