Katherine Dickson

• Administrative support: Prioritize student experience by providing excellent customer service in an academic setting; answer correspondences professionally and in a timely manner; collect and organize documentation and information that is compliant with requirements; Provide assistance with program registration in uoCampus;
• Student record management: Utilize a high level of accuracy and attention to detail to maintain University systems such as uoCampus, Brightspace, Xtender, and Talisma CRM system with updates to academic data including transcripts, grades, leaves of absence, and academic advisement reports while maintaining confidentiality of students;
• Academic procedures and advisement: Thorough understanding of postsecondary programs and ability to interpret and apply University procedures and regulations to day-to-day situations for Graduate students; Analyze students’ files to problem-solve; Evaluation of academic performance and program requirements; Evaluation of files for graduation; Calculate and analyze admission files in accordance with the University regulations;
• Scheduling and examinations: Effective organizational skills to strategically course schedule; booking of classrooms using both uoCampus and Outlook; communicating with professors for course management; administering the thesis examination process
• Collaboration: Exhibit strong interpersonal and relationship building skills to collaborate within the team and across multiple departments and stakeholders to provide excellent support for students, including: official documents (Infoservice), scholarships and bursaries (awards office), program-specific events and course scheduling (departments), evaluation of award applicants (Faculty-level committees and the Assistant Vice-Dean), exception cases (Vice Dean), and CPD Events (White Coat ceremony)

Additional: GPSO website maintenance using Drupal; Event management for specific course-related events; Management of external scholarships including verification of eligibility and communication with selection committees; Facilitating the reimbursement of expenses using WorkDay; Assisting the admissions sector with the calculation of averages following University procedures;

Accomplishments:
• Performed process-improvement on both the scholarship process and thesis defence process in order to collaborate more effectively and make information more accessible
• Created reference guides for both enrolment-related knowledge and scholarship knowledge for easier on-boarding of new team members

• Learned and incorporated additional responsibilities for the Liasion officer position during team member's leave of absence
• Became a well-known team member for both team support and student support

• Provide administrative support for the Clinical Skills Committee meeting with stakeholders
• Maintain a registry of physicians and patients available for the clinical skills programs, and confirm eligibility through the College of Physicians and Surgeons of Canada
• Maintain the academic database of programs, students and teachers
• Reserve classrooms for onsite sessions through Outlook and/or uoCampus; create virtual sessions as required
• Send communications for the recruitment of teachers, patients, and preceptorsStrong interpersonal and relationship building skills
• Communicate information to teachers, patients and students in order to maintain smooth operational programming
• Prepare teaching reports for payment of teachers, submit to financial officer
• Coordinate the clinical placements for students’ Community Preceptorship programs in association with the Family Medicine department (verification of participation requirements)

• Management of program data via associated softwares and highly detailed Excel spreadsheets
• Answering emails, phone calls, and in-person correspondences with high levels of professional service
• Processing financial reimbursements
• Performing the monthly procurement of the company credit card statements
• Budget planning of resources based on available funds and estimation costs
• Maintaining an organized filing system while preserving confidentiality by filing all organizational paperwork correctly including employee contracts, financial records and training certificates, as well as updating online customer databases in software systems and Excel spreadsheets
• Reviewing funding applications, contracts, and end-of-year reporting documentation for content, layout, spelling, and grammar revisions
• Compiling and distributing meeting minutes to all executive members, scheduling follow-up meetings with members by sending calendar invites and reminders, and booking meeting boardrooms (both in-person and virtual)
• Organizing travel arrangements for staff members and distributing information for their trip, including hotel and travel information, daily spending information, reimbursement requirements
• Event management for special programming events
• Maintenance of uOttawa Outreach website in both official languages (following branding guidelines)
• Creation of advertisement resources to promote programming in both official languages
• Managing and organizing a team of 50+ staff members by scheduling their workshops/tasks daily, answering questions from staff members, providing solutions to problems, participating in monthly team meetings to assess goal progress and discuss future events
• Recruitment and hiring of staff members to teach programming