Accreditation Program Administrator - OA5 (AESES)

University-of-Manitob; Winnipeg; On-site; CAD 37,000 - 50,000; Full time

Job summary

The University of Manitoba is seeking an Accreditation Program Administrator - OA5 (AESES) in the Department of Family Medicine within the Rady Faculty of Health Sciences. This full-time, budget-funded role manages accreditation coordination, documentation, and program evaluation activities.

Work schedule is 35 hours/week, Monday to Friday, 8:30 am to 4:30 pm, with a starting date of December 7, 2026. Salary ranges from CAD 26.62 to CAD 36.41 per hour and offers opportunity for growth within

Qualifications

• Completion of a formal training program in office administration, business administration or a related discipline plus four years of directly-related experience.
• Experience with Curriculum Management System is required.
• University environment knowledge and policies preferred.

Responsibilities

• Accreditation coordination and documentation: maintain timelines, inventories, checklists and trackers.
• Request documents from staff and organize evidence in shared files.
• Assemble submission packages and coordinate internal review visits.
• Record accreditation findings and provide status updates to leads.
• Meetings and project administration: schedule meetings, take minutes and track actions.
• Administrative processes: update templates, improve workflows and support other duties.
• Maintain confidentiality and handle sensitive learner, faculty, and program information.

Skills

Spreadsheet skills

Documentation

Communication skills

Project coordination

Confidential information handling

Minutes taking

Teamwork

Education

Office administration or related discipline training program

Tools

Curriculum Management System

Windows & MS Office

Reporting tools

Job description

Accreditation Program Administrator - OA5 (AESES)

Accreditation Program Administrator - OA5 (AESES)

Department of Family Medicine

Rady Faculty of Health Sciences

Position number: 38380

Date posted: November 2, 2026

Job details

Accreditation Program Administrator - OA5 (AESES)

New Project Full-Time (Budget Funded)

Full-time: Yes

Permanent: No

Work schedule: 35 Hours/week (Monday to Friday, 8:30 am to 4:30 pm)

Salary: $26.62 to $36.41 per hour ($48,448.40 to $66,266.20 per annum)

Expected Start Date December 7, 2026

840 hours worked

Qualifications

MINIMAL FORMAL EDUCATION REQUIRED:

• Completion of a formal training program in office administration, business administration or a related discipline from a recognized institute plus four years of directly-related experience.

EXPERIENCE:

• Experience using Curriculum Management System is required.
• Experience working in a University and medical education environment with knowledge of University policies and procedures is preferred.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Strong knowledge of University, Medical Education, and Hospital functions, policies and procedures is required.
• Competence in advanced features of a spreadsheet/database application, sharing data between applications and creating and editing reports is required.
• Demonstrated proficiency, at an intermediate level, in the use of Windows and Microsoft Office Applications is required.
• Demonstrated experience in curriculum management systems is required.
• Must effectively complete tasks, multiple priorities, complex administrative processes independently and in conjunction with others is required.
• Excellent communication skills; organization skills; problem-solving skills and conflict-resolution skills are required Ability to assess situations and determine appropriate action is required.
• Ability to demonstrate tact, diplomacy and professionalism at all times is required.
• Ability to coordinate workflow, identify processes requiring improvement and recommend modifications to improve efficiency is required.
• Ability to contribute effectively to the department strategic plans and goals and objectives of the team is required.
• Ability to work in harmony with others and provide assistance to staff, learners and the public is required.
• Ability to develop and maintain professional working relationships is required.
• Attention to detail and accuracy of same is required.
• Ability to identify and maintain confidential information is required.
• Familiarity taking minutes is required.
• A satisfactory work record, including satisfactory attendance and punctuality, is required.

Key responsibilities

Accreditation coordination and documentation:

• Maintain accreditation timelines, evidence inventories, submission checklists and action trackers based on plans established by accreditation leads.
• Request documents and information from program administrators, faculty, committees and teaching sites; monitor responses and follow up on outstanding items.
• Organize accreditation evidence in shared electronic files, maintaining consistent naming, version control and appropriate access.
• Check materials for completeness, currency and required format; flag missing, conflicting or unclear information for review by the appropriate lead.
• Assemble draft submission packages, appendices, schedules and other supporting documents for review and approval.
• Coordinate administrative arrangements for internal reviews and accreditation visits, including scheduling, meeting materials, room or virtual meeting arrangements, and document access.
• Record accreditation findings and assigned follow-up actions in approved trackers and provide status updates to the leads.

Program evaluation administration:

• Coordinate the collection and filing of existing evaluation records, survey results, committee materials and other information requested for routine reporting or accreditation evidence.
• Maintain established spreadsheets and records that track receipt of information, reporting cycles and outstanding requests.
• Format, proofread and assemble evaluation reports and meeting packages prepared or approved by the responsible staff.
• Distribute approved materials to the appropriate recipients and maintain secure records of final versions.
• Refer questions about data analysis, interpretation of findings or quality improvement recommendations to the responsible lead.

Meetings and project administration:

• Schedule project and committee meetings; prepare agendas and circulate supporting materials.
• Take minutes, maintain decision and action logs, and follow up with assigned individuals on agreed deadlines.
• Maintain project files documenting approved plans, correspondence, decisions and completed actions.
• Prepare routine progress summaries showing upcoming deadlines, outstanding documents and administrative issues requiring attention.
• Coordinate communications and logistics among department staff, academic leads, Faculty offices and distributed sites as directed.

Administrative processes and continuity:

• Maintain and update approved templates, checklists, filing procedures and instructions for recurring accreditation and evaluation administration tasks.
• Identify gaps or inefficiencies in administrative workflows and suggest improvements to the supervisor.
• Provide support for other assigned Projects and Program Evaluation administrative duties during absences or periods of increased activity, consistent with the scope of this position.

Other related duties:

• Maintain confidentiality and follow University requirements for handling learner, faculty and program information.
  
• May be required to perform related duties not exceeding skills and capabilities as required.

Additional information

The University of Manitoba is committed to the principles of equity, diversity & inclusion and to promoting opportunities in hiring, promotion and tenure (where applicable) for systemically marginalized groups who have been excluded from full participation at the University and the larger community including Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2SLGBTQIA+ (Two Spirit, lesbian, gay, bisexual, trans, questioning, intersex, asexual and other diverse sexual identities).

If you require accommodation supports during the recruitment process, please contact [e-mail] or 204-474-7195. Please note this contact information is for accommodation reasons only.

Application materials, including letters of reference, will be handled in accordance with the protection of privacy provisions of "The Freedom of Information and Protection of Privacy Act" (Manitoba). Please note that curriculum vitae will be provided to participating members of the search process.