Academic Program Administrator - MacEwan University Health Centre

University of Alberta; Edmonton; On-site; CAD 65,000 - 90,000; Full time

Job summary

The Academic Program Administrator role at MUHC, affiliated with the University of Alberta, is an in-person position based in Edmonton. The administrator coordinates postgraduate and undergraduate medical education programs, supports clinical faculty, and ensures timely completion of evaluations and administrative tasks across multiple rotations and residents.

Reporting to the Team Lead – Residency Program and MUHC leadership, this position requires initiative, organization, and clear

Qualifications

• 3-5 years of experience in a medical/academic admin environment.
• Post-secondary degree in a relevant discipline.
• High level of proficiency with Microsoft and Google applications.
• Excellent verbal and written communication and interpersonal skills.

Responsibilities

• Maintain confidential and complete resident files including evaluations and correspondence.
• Coordinate rotation evaluations using web- and paper-based systems.
• Provide administrative support to centre directors, faculty physicians/preceptors, and ~45 family medicine residents.
• Schedule site-specific academics and ensure tasks and assessments are completed timely.
• Coordinate rotation scheduling for PGY2 residents and assist undergrad admins with schedules.
• Organize and distribute evaluations for students and residents rotating through family medicine.

Skills

Microsoft Office

Google Apps

Education

Post-secondary degree

Job description

Job Description

This position has an expected end date of October 31, 2027.

Job Description

This position has an expected end date of October 31, 2027.

Location

This role is in-person at the MacEwan University Health Centre, Edmonton, AB.

The University of Alberta Department of Family Medicine is a top school for family medicine in Canada. As a department, we are responsible for educational innovations and research that have been adopted across Canada and internationally. We are innovative and creative thinkers producing high-quality work. We are a learning organization constantly seeking to improve how we do what we do for our learners, patients, and communities.

Position Summary

The Academic Program Administrator is responsible for coordinating, maintaining, and supporting both the postgraduate (2-year residency program) and undergraduate medical education programs at the MacEwan University Health Centre (MUHC) and the Allin Clinic. This position requires both independent initiative and collaborative teamwork to manage complex programs and projects. With minimal supervision, the administrator must excel in organization, decision-making, and communication across interpersonal, electronic, and telephone channels. Additionally, the role requires proactivity, creativity, and the ability to thrive in a fast-paced, deadline-driven environment. The position reports to the Team Lead – Residency Program, the Centre Director, MUHC, and the Academic Director, MUHC for daily operational and program-related matters.

Responsibilities

Course/Rotation Administration

• Maintain confidential and complete resident files including evaluations, reports, references, and correspondence.
• Coordinate rotation evaluations via web-based and paper-based systems.
• Miscellaneous projects (e.g., arranging photo sessions for residents, faculty/resident social activities, and redesigning and producing form for program activities).
• Provide administrative support to centre directors, faculty physicians/clinic preceptors, and approximately 45 family medicine residents. This includes scheduling all site-specific academics and ensuring physicians complete tasks and assessments in a timely manner.

Scheduling Process

• Coordinate the rotation scheduling of Postgraduate Year 2 (PGY2) family medicine residents in collaboration with other program administrators.
• Assist the undergraduate administrators with scheduling the PGY2 residents in their Resident as Teacher sessions.
• Assist the undergraduate administrators with scheduling medical students for urban family medicine electives, longitudinal experiences, and clerkship rotations.
• Identify rotation conflicts and propose and implement solutions.
• Schedule rotations and coordinate clinic schedules.

Evaluation Process

• Compile data and prepare 4-month reports required by the Postgraduate Medical Education office.
• Organize and maintain evaluations of family medicine residents on off-service rotations by distributing evaluations and follow-up through web-based and paper systems.
• Organize and distribute evaluations for students and residents rotating through family medicine utilizing web-based and paper systems.

Operational & Administrative Support

• Committee meetings.
• Orientation for residents.
• Education and teaching activities.
• Accreditation.

Qualifications

• 3-5 years of experience in a medical and academic environment with significant exposure to post-secondary education administration procedures.
• Post-secondary degree in a relevant discipline. Equivalent combinations of education and experience will be considered.
• High level of proficiency with Microsoft and Google applications.
• Demonstrated ability to communicate (verbal and written) with accuracy.
• Excellent interpersonal skills.

Preferred Qualifications

• Experience supporting meetings, including taking minutes and preparing meeting packages.
• Knowledge of University policies and procedures.
• Good working knowledge of common electronic medical record software packages.

About Us

The University of Alberta, its buildings, labs and research stations are primarily located on the territory of Néhiyaw (Cree), Niitsitapi (Blackfoot), Métis, Nakoda (Stoney), Dene, Haudenosaunee (Iroquois) and Anishinaabe (Ojibway/Saulteaux), lands that are now known as part of Treaties 6, 7 and 8 and homeland of the Métis. The University of Alberta respects the sovereignty, lands, histories, languages, knowledge systems and cultures of all First Nations, Métis, and Inuit.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people - from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.

We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.

L’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l’université à postuler.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

About The Team

The Faculty of Medicine & Dentistry is one of the world’s top academic health science centres. With 21 departments, multiple research institutes and centres, and a focus on excellence in education, research, and clinical care, the faculty trains outstanding medical and dental professionals and drives global health innovation in collaboration with partners across sectors.