Senior Advisor, Program and Learner Support (PGME)

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Posting Reason:

New Position

Job Type:

Employee

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

24

Job Family:

Academic Administration

# of Open Positions:

1

Faculty/Service - Department:

Postgraduate Medical Education

Campus:

Roger Guindon Hall

Union Affiliation:

SSUO

Date Posted (YYYY/MM/DD):

2026/10/22

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

2026/11/02

Hours per week:

35

Salary Grade:

SSUO Grade 11

Salary Range:

$95,594.00 - $120,750.00About 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 Director, PGME, the Senior Advisor, Program and Learner Support, is responsible for the oversight and management of highly complex, high-risk cases for trainees in difficulty. Their responsibilities include the administration of emails, letters and documents relating to remediations, accommodations, probations, suspensions, dismissals, appeals, behavioural contracts and professionalism concerns. They coordinate advice between various internal and external offices, and governing bodies supporting PGME and hold primary accountability for ensuring that complex academic and administrative decisions are defensible, compliant, and aligned with institutional, legal, and accreditation requirements. During peak operational periods, they also complete program registration for the residents, ensuring compliance with requirements from both the university and our clinical partners.

Specific Accountabilities:

• Management of trainees in difficulty:

Oversees a portfolio of highly complex, high-risk cases involving trainees in significant difficulty, including monitoring remediation and probation plans, reassessments, extensions, reintegration’s, behavioural agreements, performance milestones, and critical deadlines to ensure timely, defensible, and policy-compliant outcomes. As a key decision-maker determines when appropriate team members should convene to ratify decisions based on case complexity, urgency, risk, and mandated timelines, applying and interpreting policies and procedures to guide the process. Ensures high-stakesdecisions such as suspensions, dismissals, pay instructions, hospital privileges, removal from call schedules are clearly communicated and actioned as required. They enhance the quality of administrative tasks and processes in each of these unique cases, including writing and revising policies, procedures, guidelines and terms of reference documents when required.

Liaises with internal and external legal counsel to determine appropriate and risk-mitigated approaches for managing unique and precedent-setting cases. Drafts clear, precise, and legally defensible communications to trainees, programs, or legal team, including formal notices related to performance, professionalism, remediation, and outcomes, ensuring alignment with institutional policy and legal requirements.

Manages complex cases related to trainee wellness, collaborating with wellness, accommodation, and compensation experts to ensure accurate registration, documentation, and continuity of training. Works closely with accommodation specialists to ensure requirements are appropriately integrated into learning plans and operationalized, and communicated to hospitals, Program Directors and the Director of Academic Support. Coordinates with the Ontario Medical Association Physician Health Program (OMAPHP) to determine appropriate assessments and interventions as required.

Serves as a central strategic liaison and trusted advisor with internal and external partners including the College of Physicians and Surgeons of Ontario (CPSO), Professional Association of Residents of Ontario (PARO), Faculty Affairs, Professional Affairs, Program Directors, Payroll, Wellness Services, Accommodations Specialists, Registration Team, clearly communicating policies, consequences, and outcomes, influencing consistent decision-making and policy application across programs.

Manages high stakes and sensitive professionalism cases, coordinating input and decisions from PGME leadership, legal counsel, and program directors. Synthesizes complex, sensitive information and competing considerations across legal, academic and operational domains to support timely, defensible outcomes and accountable for ensuring decisions are effectively communicated and operationalized.

• Management of Trainee Registration:

Conducts registration tasks as required during peak periods, including: Enrollment & Compliance; Record Management; Advisory & Certification; Academic Evaluation; Stakeholder Coordination and

Admission.

Knowledge, Experience, Competencies, and Skills:

Essential Qualifications :

• University Degree in Education, Administration, business or similar specialty or an equivalent combination of education and work experience.
• Minimum of 5 years of demonstrated experience in a similar role.
• Knowledge of the general structure of postgraduate medical education training in Canada and Ontario provincial licensing requirements.

Other Qualifications:

• General knowledge of project management and administration principals normally acquired through postsecondary education and/or a work environment.
• Experience writing, interpreting, explaining and applying policies, regulations and procedures.
• Strong interpersonal and relationship building skills.
• Ability to communicate effectively with a variety of internal and external parties at all levels, including legal teams, professional affairs, licensing bodies;
• High level of accuracy and attention to detail;
• Knowledge of FIPPA and privacy legislation
• Advanced multi-tasking and organizational skills and ability to be flexible when priorities shift;
• Strong ability to work and problem solve under pressure;
• Able to work independently and have autonomy of their workload, establish priorities to meet deadlines in a fast-paced and high-volume work environment;
• Previous experience in a medical, health science and/or academic setting;·
• Knowledge of health care system in Ontario and Canada
• Advanced knowledge and experience using computer systems and software such as but not limited to: student and document management systems (uoCampus, Brightspace, Elentra, One45, XTender); word-processing (MS Word), financial spreadsheets (MS Excel), email and scheduling (MS Outlook), virtual conference platforms (MS Teams and Zoom), information databases and web-based applications;
• Bilingualism—French and English (spoken and written)

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.

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About us

The University of Ottawa is the largest bilingual (English-French) university in the world. Located at the heart of Canada’s capital, we have ready access to the great institutions of our country. Our advances in social sciences, health, engineering, science and the humanities make uOttawa a unique place to learn, grow and excel.

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