Lead Coordinator, International Academic Program Management And Learner Support

Lead Coordinator

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 Lead Coordinator ensures the effective planning, coordination, and delivery of assigned programs and learner-support initiatives managed by the International and Global Health Office (IGHO) at the Faculty of Medicine. The role leads development and monitoring of annual operational calendars, supporting budgeting and operational processes, and oversees learner facing events and activities. The incumbent provides academic support to international students within assigned portfolios; overseeing key operational tasks across the academic cycle, ensuring that programs and events are delivered smoothly, that student registration and progression are well supported, and that learners are connected to appropriate advising and resources to help them succeed. As the position involves regular interaction with learners and stakeholders from around the world, cultural awareness, sensitivity, and understanding are central to the role.

Specific Accountabilities:

• Program Coordination: Coordinate the planning, delivery, and continuous improvement of assigned programs to ensure high-quality, well-rounded educational experiences. Develop project plans and budgets, maintain project trackers and timelines, coordinate logistics and communications, and collect feedback to strengthen program effectiveness.
• Events and educational activities: Plan, coordinate and execute learner focused events and educational activities, ensuring all logistical and administrative components, such as room bookings, virtual platforms, materials, invitations, registrations, set up and on-site coordination, are in place. Implement event plans for assigned initiatives, support speakers and facilitators on the day of the event, monitor attendance and participation, and collect basic feedback or metrics to inform future planning.
• Orientation, onboarding, and learner resource materials: Coordinate and deliver orientation and onboarding activities for learners and visiting participants in assigned programs, including maintaining standardized orientation materials and learner support resources (guides, checklists, briefing notes, and program logistics information). Ensure learners receive timely, consistent information and are connected to appropriate advising and supports as needed.
• Admissions and intake coordination: Coordinate the operational components of admissions and intake processes for assigned programs and cohorts, including tracking applicant or cohort documentation, coordinating required communications, and supporting onboarding timelines. Ensure internal stakeholders receive complete, accurate information to advance each stage of the admissions process.
• Budgeting and financial monitoring: Support budget planning and financial monitoring for assigned portfolios by maintaining program level cost trackers, tracking projected and actual costs, and reviewing basic financial reports in collaboration with administrative and finance colleagues. Identify and flag variances early, and ensure all required documentation is prepared to support accurate, compliant financial processing.
• Registration, student record and enrolment coordination: Coordinate the registration and enrolment cycle for assigned learners by creating and updating student records and processing routine academic requests to ensure accurate information in the university system and student progression is supported in a timely manner. Escalate complex or non-routine cases to the Supervisor, International Programs and Partnerships for appropriate follow-up.
• Coordination of student meetings and learner support documentation: Coordinate the scheduling and logistics of student meetings related to academic advising, progression reviews and support check ins. Maintain up-to-date tracking tools, documentation, and follow-up action lists to ensure advisors and designated staff have timely, organized information to support learners. Monitor engagement in structured support activities, initiate follow-up when participation is overdue, address barriers as they arise, and escalating persistent concerns as required.
• Program evaluation data collection and reporting: Collect, validate, analyze, and synthesize participation data, learner feedback, and operational metrics for assigned programs. Prepare clear summary reports and dashboards to support internal review, inform program improvements, planning, and decision making.

Knowledge, Experience, Competencies, and Skills: Essential Qualifications:

• University degree in a relevant field, or an equivalent combination of education and related work experience.
• Thorough knowledge of Canadian postsecondary academic programs, regulations, student information systems and learner support services, or experience that provides an equivalent understanding.
• Minimum of 3 (three) years of demonstrated experience in an academic or student services environment that includes program coordination, event or activity planning and direct support to learners.

Other Skills and Competencies:

• Experience interpreting, explaining and applying academic policies, regulations and procedures in a clear and consistent manner
• Proven ability to coordinate program operations and events, including logistics, stakeholder coordination, communications and follow up
• Demonstrated project management skills, including the ability to develop and adjust project plans, coordinate multiple activities and stakeholders, and deliver against timelines.
• Strong analytical skills to compile, validate, and interpret data for reporting, program planning, and early identification of learners who may be at risk
• Ability to prepare clear summaries, dashboards, and reports for internal leadership and external stakeholders
• Strong interpersonal and communication skills, with the ability to work effectively with diverse learner populations and international stakeholders using sound judgment and discretion
• Ability to work under pressure and meet firm deadlines tied to the academic cycle and program requirements, with flexibility to adjust priorities as needed
• Absolute discretion in the handling of academic records and confidential information
• Demonstrated proficiency with Brightspace, uoCampus, Talisma, and the Microsoft Office suite, databases, email, and collaboration tools used for tracking and reporting
• Bilingual in 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.