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.

Mai…