CAP Program Coordinator - AA1 (AESES)

Department of Food Science, University of Manitoba; Winnipeg; On-site; CAD 50,000 - 70,000; Full time

Job summary

Department of Food Science, University of Manitoba, Toronto? (note: Winnipeg) seeks a capable administrator to coordinate CAP activities and support budgeting for CPD programs. You will liaise with candidates, schedule assessments, monitor timelines and expenditures, and generate reports to inform management decisions.

The role requires strong MS Office skills, confidentiality, and the ability to handle multiple priorities with accuracy and professionalism in a university setting.

Qualifications

• Undergraduate degree in Business Administration or a related discipline.
• Experience with university regulations and procedures related to the function.
• One year of admin, policy interpretation, project management or event planning experience.
• Experience working for a senior administrator in a faculty office.
• First Nation, Metis and Inuit candidates encouraged to apply.

Responsibilities

• Acts as first point of contact for candidates and referring agencies.
• Liaises with candidates via phone, email and other methods.
• Ensures participants follow program and assessment timelines.
• Prepares invoices and final financial reconciliations for verification.
• Tracks costs, income and time devoted to each project aspect.
• Develops and maintains program databases and reports for stakeholders.

Skills

Interpersonal skills

MS Office Proficiency

Spreadsheets & reports

Organizational skills

Communication skills

Independent judgment

Confidentiality

Budget development

Minutes taking

Problem solving

Education

Undergraduate degree in Business Administration

Tools

Aurora Finance

VIP

EPIC

SharePoint

Red Dot

Concur

Job description

Existing Regular Continuing Full-Time (Budget Funded)

Full-time: Yes

Permanent: Yes

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

Salary: $27.52 to $38.37 per hour ($50,086.40 to $69,833.40 per annum)

Expected Start Date September 21, 2026

840 hours worked

For more information please contact: Mohammad Al-Rwaidan, Business Manager, Continuing Competency and Assessment - [e-mail]

Qualifications

MINIMAL FORMAL EDUCATION REQUIRED:

• Undergraduate degree in Business Administration or a related discipline.
• Knowledge of university regulations, programs and procedures as they relate to the function/program.
• One year of directly-related administrative, policy interpretation, project management and/or event planning experience.
• Experience working for a senior administrator(s) in a faculty office required.
• Preference will be given to First Nation, Metis and Inuit candidates. Please self-identify in cover letter.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Interpersonal skills and the ability to communicate with all levels of staff, students, faculty members, and the public, with tact, diplomacy and professionalism is required.
• Excellent computer with demonstrated proficiency at an intermediate to advanced level with features of Microsoft Office (Word, Excel, Outlook, and PowerPoint) is required.
• Ability to create spreadsheets and databases and create reports is required.
• Excellent organizational skills for coordinating work, establishing priorities, meeting deadlines, maintaining office records, etc. required.
• Effective verbal and written communication skills, with the ability to provide advice and develop and present informational materials is required.
• Must be able to cope in a positive manner with a heavy workload and shifting priorities, with organization, attention to detail and accuracy is required.
• Ability to develop and monitor budgets is required.
• Skilled at taking and transcribing minutes and writing/drafting reports and recommendations required.
• Ability to make sound independent judgements and utilize problem-solving skills are required.
• Ability to maintain confidentiality and exercise judgment in dealing with sensitive issues is required.
• Ability to participate in the development and interpretation of department policies, procedures and regulations is required.
• Demonstrated ability to plan, organize, coordinate and establish work priorities and deadlines is required.
• Ability to observe, document, and analyze the effectiveness/success of an educational program and provide sound recommendations for improvement is required.
• Ability to work both independently and as a member of a team is required.
• A satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS:

• Experience working with university enterprise or specialized software systems, such as Aurora Finance, VIP, EPIC, SharePoint, Red Dot and Concur.
• Experience working in a post-secondary education environment.
• Experience working in healthcare or health education environment.
• Knowledge of Medical terminology.

Key responsibilities

CAP COORDINATION & SUPPORT:

• Acts as first point of contact for candidates and referring agencies, answering inquiries and providing information.
• Liaise with candidates via phone, email, and other communication methods.
• Ensures participants follow and maintain pre-defined program and assessment timelines.
• Discusses unforeseen increases in costs or time commitments and plans appropriate response with CAP Director and monitors registration and income to determine when a program is at risk of not being financially viable allowing sufficient cancellation time should that be necessary.
• Processes all payments ensuring timeliness and conformity with university regulations.
• Prepares and issues invoices for programming fees.
• Prepares final financial reconciliation summaries for verification.
• Tracks costs, income, and time devoted to completing deliverables per each candidate file.
• Leads ongoing efforts to improve efficiencies in planning, delivery and coordination
• Manages assigned educational program "cost and departmental time projections" making adjustments of up to 5% as required under own initiative.
• Tracks costs, income, and time devoted to each aspect of the project. Flags unforeseen increases in costs or time commitments and plans appropriate response with management.
• Monitors registration and income to determine when a program is at risk of not being financially viable allowing sufficient cancellation time
• Develop and manage databases for the tracking of participant progress and provision of reports for relevant stakeholders. Notifies candidates and director of candidates failing to adhere to timelines.
• Develops and maintains program related databases, including but not limited to the ELMS and MPAP systems.
• Coordinates multiple concurrent tasks such as scheduling of assessments, coordination of travel & accommodation for assessors, collection and compilation of evaluations, etc. as per policies and procedures. Books meeting space/ equipment.
• Coordinates the logistical details for assessments/exams including scheduling rooms, supplies, cleaning, security etc.)
• Participates in the development of program assessment/exam related budgets and cost projections.
• Assists with assessor/examiner recruitment and administration including collection of payment information, ensuring payment and reimbursement of any related expenses.
• Assists with candidate registration, including responding to queries, collection of payments, and notification of key date/times and provision of materials and information.
• Provides administrative support to the Clinician Assessment Program. Provides input regarding correct University policies and CCA procedures to follow.
• Takes, transcribes and distributes minutes; prepares and distributes material, notices, agendas, etc.

REMEDIATION:

• Supports the general administration and candidate support for the Remediation program.
• Prepares formatting letters, forwarding to the Director of CAP for signature.
• Ensuring all letters of completion are sent to the appropriate bodies.
• Facilitating and scheduling meetings with various individuals to move the registrant through the process.
• Track the candidates progress through the remediation program and flag any concerns to the Director of CAP.

OTHER DUTIES:

• Creates and updates forms to improve the efficiency of information collection.
• Assists with the delivery and coordination of CCA programs such as CPD events and clinician assessments and the Life Saving Support Training during peak periods as required.
• Maintains and updates the procedures manual for this position.
• Contributes to strategic planning of the CPD Medicine Program in their area of expertise
• 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.