Senior Administrative Assistant, PGME

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Posting Reason:

Replacement of a regular position

Job Type:

Employee

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

N/A

Job Family:

Administrative Support

# of Open Positions:

1

Faculty/Service - Department:

Postgraduate Medical Education

Campus:

Roger Guindon Hall

Union Affiliation:

SSUO

Date Posted (YYYY/MM/DD):

2026/01/12

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

2026/01/23

Hours per week:

35

Salary Grade:

SSUO Grade 08

Salary Range:

$64,865.00 - $81,935.00

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:

The role provides senior administrative and communication support to the Postgraduate Medical Education (PGME) leadership team (Vice Dean, Assistant Deans, Director & Academic Directors) and ensures effective and seamless administrative operations, planning, implementation and coordinates of projects and various activities to achieve strategic and academic objectives for PGME. The incumbent is required to organize meetings, coordinate correspondence and communications, manage schedules, arrange travel, prepare documents and reports, coordinate administrative processes, and coordinates events and assigned projects. They also develop web content and communication plans to disseminate information to trainees and partners about policies, and to ensure compliance with established standards.

In this role, your responsibilities will include:

Schedule and Meeting Coordination:
Coordinates PGME leaders’ schedules and confirms meetings to optimize use of time including committee meetings chaired by PGME leaders. Maintains updated lists of members and coordinates meeting invitations, agendas, minutes and supporting documentation for the Postgraduate Medical Education Committee. Coordinates the planning and implementation of the PGME leadership activities in collaboration with the Director of Operations. Coordinates the PGME Deans’ activities to organize complex scheduling and logistics with high efficiency.
 

Administrative and Operations Coordination:
Tracks critical dates, events and operational issues for the PGME leadership team and monitors progress to ensure action items are completed and deadlines are respected. Ensures numerous challenging, sensitive and confidential cases are handled professionally.  Prepares materials and reports for senior leadership including creating diverse statistical reports required by numerous governing bodies. Coordinates the organization of the postgraduate education committee (PGEC), required for accreditation.  Greets, informs and redirects internal and external clients. Receives and screens correspondence and phone calls intended for senior management, determines their relevance and urgency to ensure follow-up and informs or involves senior staff as necessary. Ensures that the tasks are completed optimally by creating and maintaining procedures, processes and work tools that align with the office’s strategic objective and priorities to provide PGME leadership with a standardized and high-quality support service.
 

Administrative Writing & Communication:
Drafts and revises documents, website content, social media tools (i.e Facebook, X), newsletters and presentations, and coordinates translation as needed.  Designs and maintains templates for official outbound communication while ensuring compliance with uOttawa’s regulations and focus on protecting the Faculty’s brand and image.  Drafts and updates documents for internal use on procedures, processes and systems related to the incumbent’s responsibilities. Ensures proper structure and standards are met and coordinates with the Faculty of Medicine Communications team, as well as information technology team members to ensure all and technical requirements are being met.
 

Maintains professional communication and customer service with a broad range of external partners such as hospital CEOs, PARO CEO, visiting dignitaries, medical trainees, hospital departmental chairs, members of the Royal College of Physicians and Surgeons of Canada as well as the College of Family Physicians of Canada, etc.

Information Management: 
Maintains the confidentiality of records and ensures the availability of complete, accurate records for future reference or accreditation purposes.  Coordinates document archiving. Follows uOttawa’s policies and procedures on handling confidential information when disseminating information to partners such as hospital officials, legal representation, PARO, Professional Affairs, and Wellness, etc. Creates and maintains procedures to manage official documents for the PGME office including policies, terms of reference and other procedural documents to ensure compliance to accreditation standards and their effective dissemination. Coordinates the approval of documents at PGEC, faculty council and senate.
 

Strategic Projects & Initiatives:
Supports PGME leadership in planning and implementing strategic and highly confidential projects. Leads the planning and implementation of high-level administrative activities and special projects for matters under the responsibility of senior leadership such as conducting comprehensive analyses, drafting official documents, memorandum and reports, and preparing presentations. Completes detailed research, complex analysis and prepares reports related to accreditation, presentations or other materials to support the Vice-Dean, Assistant Deans, Academic Directors and Director, PGME.

What you will bring:

Essential Qualifications

• Completion of a post-secondary program, or an equivalent combination of education and related work experience

• Minimum of four years of demonstrated experience in an administrative support role.

Other Skills and Competencies

• Extensive experience in bilingual writing with excellent grammar skills.

• Experience in communicating and applying policies and procedures.

• Experience in implementing promotions and communications plans.

• Superior customer service skills and experience providing high level, professional and confidential administrative support.

• Excellent interpersonal, communication and problem-solving ability.

• Strong organizational, planning, and decision-making skills.

• Ability to work autonomously and simultaneously on numerous and diverse projects, with the capacity to prioritize own work and respect firm deadlines.

• Excellent computer skills and proficiency with MS Office software.

• Experience using software such as DocuShare, Adobe Creative Suite Programs (such as: InDesign, Photoshop, Final Cut or Adobe Premiere), experience in website management software such as Dreamweaver and / or Drupal.

• Excellent comprehension of the entire medical program as well as an extended knowledge of partners such as the affiliated teaching hospitals and governing bodies, is considered an asset.

• Experience in an academic environment is considered an asset.

• Experience in applying ODA and WCAG policies to ensure compliance with mandatory accessibility standards in website content. Proficiency in the use of social media tools such as X and Facebook.

#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.