Educational Program Administrator

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

Job summary

The University of Manitoba is seeking an experienced Administrative Program Coordinator to support the PGME and UGME offices in the College of Medicine. The role involves scheduling, document management, and event coordination in a fast-paced academic environment.

You will coordinate rotations, manage calendars, prepare materials, and liaise with faculty, residents, and hospital staff, ensuring compliance with College of Medicine policies and provincial agreements.

Qualifications

• Completion of a formal training program in a related discipline plus four years of directly-related experience.
• Undergraduate degree in a relevant discipline or emphasis on business practices and/or education is preferred.
• Medical terminology an asset.

Responsibilities

• Provides administrative support to the PGME Program Director and Associate Program Director.
• Makes and maintains relationships with administrative staff to facilitate delivery of the Department's academic requirements.
• Provides PGME and UGME assistance to support educational activities.
• Attends meetings, takes minutes, distributes material and follows up within established time frames.
• Books meeting rooms and catering as required.
• Sets up audio-visual equipment for Faculty and Residents; maintains equipment in operational condition.
• Assists with CaRMS process and ensures documentation for College of Medicine PGME.
• Maintains academic bulletin boards and schedules, including Academic Half Day and Cross Service Rounds.
• Organizes Welcome Day and other events; coordinates web/video conferencing.
• Provides administrative support to the faculty Wellness Lead and others as needed.

Skills

Microsoft Office

Zoom

Interpersonal skills

Communication

Time management

Team collaboration

Education

Formal training program

Undergraduate degree

Medical terminology

Tools

Entrada

EPIC

Concur

VIP

Job description

Existing Project Full-Time (Budget Funded)

Full-time: Yes

Permanent: No

Work schedule: 35 Hours/week (Monday to Friday, 8:00 am to 4:00 pm)

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

Appointment Dates November 16, 2026 to July 9, 2027

840 hours worked

For more information please contact: April Bodnarchuk - [e-mail]

Qualifications

MINIMAL FORMAL EDUCATION REQUIRED:

• Completion of a formal training program in a related discipline from a recognized institute plus four years of directly-related experience is required.
• Undergraduate degree in a relevant discipline or with an emphasis on business practices and/or education is preferred.
• Medical terminology an asset.

EXPERIENCE:

• Four (4) years’ of directly related experience is required, preferably in an academic or a healthcare setting.
• Experience in Microsoft Office Professional 2019 is required.
• Experience working with University enterprise systems is required (Entrada, EPIC, Concur, VIP).
• Demonstrated experience in providing administrative support to a multi-dimensional, fast-paced unit is an asset.
• Experience working in a postgraduate medical training setting and experience with UofM policies and procedures preferred.
• Experience in a mental health environment is preferred.

Extensive experience preferred in:

• Scheduling large numbers of students or staff and rotational schedules across multiple program and functional areas with close attention to detail.
• Working independently with a strong initiative to complete and follow up on tasks.
• Scheduling large volumes of meetings, other events or interviews at once.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Intermediate knowledge of computer software applications, including Microsoft office and Zoom is required.
• Must be able to interact with people from diverse backgrounds in a calm, courteous, and effective manner is required.
• Must be able to exercise tact and discretion and tactfully navigate situations of conflict is required.
• Must have excellent problem-solving skills and take initiative in this regard is required.
• Strong organizational, analytical, and interpersonal skills are required.
• Must be able to work effectively with support staff at all levels within the College of Medicine, with professional medical staff and students at undergraduate and postgraduate levels is required.
• Must be thorough, accurate, and have a high level of attention to detail is required.
• Strong verbal and written communication skills are required.
• An ability to exercise sound judgment is required.
• Must be able to provide quality communication to professional staff in a courteous, patient manner is required.
• Must be able to analyze problems, identify key information and issues, and effectively resolve them is required.
• Must be able to work effectively independently as well as part of a team environment is required.
• Must be able to work under pressure and higher level of organization is required.
• Must be able to work a flexible schedule including early morning meetings, evening and weekend events as required.
• Ability to manage highly confidential information is required.
• A satisfactory work record, including satisfactory attendance and punctuality, is required.

Key responsibilities

ADMINISTRATIVE:

• Provides administrative support to the PGME Program Director and Associate Program Director as needed.
• Maintains strong working relationships with other administrative staff that facilitates efficient delivery of the Department's academic requirements.
• Provides PGME and UGME assistance, when required, in order to support educational activities.
• Attends meetings, taking, transcribing and distributing minutes; preparing and distributing material, notices, agenda, etc.; and following-up of action items within established time frame.
• Books meeting rooms and catering as required.
• Prepares daily On-Call handover and Flow Meetings including sending out invitations.
• Sets up audio-visual equipment and assists with technology needs as required for Faculty and Residents within the Department.
• Manages bookings of audio-visual equipment including maintaining the equipment in operational condition.
• Assists with Canadian Resident Matching Service (CaRMS) process.
• Ensures all documentation required is provided to College of Medicine PGME office as per standard operating procedures.
• Maintains all academic bulletin boards including posting weekly schedules for Academic Half Day, Cross Service Rounds, and On-Call Schedules.
• Organizes the annual Welcome Day event as well as other special events.
• Liaises with other programs/sites/departments for web conferencing and video conferencing of academic activities.
• Provides administrative support to the faculty Wellness Lead including organizing events and ordering catering.
• Performs other duties as required to support educational activities and functions related to Departmental academic activities.

POSTGRADUATE EDUCATION:

• Assists with the coordination resident rotations.
• Liaises and negotiates independently with faculty, UM clinical departments, hospital personnel, and residents regarding policies, rotations, and schedules.
• Responsible for ensuring compliance with the PARIM Collective Agreement, College of Medicine PGME policies and procedures.
• Provides first point of contact for resident in minor or major distress or difficulty, ensuring referrals to the appropriate contacts and supports.
• Maintains the online curriculum management system including the development of forms for the Entrada system.
• Coordinates and disseminates assessments for postgraduate education program within the department.
• Organizes Competence Committee meetings including sending out invitations to Committee members, drafting the agenda, talking notes, and reviewing minutes. throughout the year.
• Prepares material needed for Academic Advisors and Competence Committee meetings.
• Responsible for ensuring online training schedules are up-to-date and posted accordingly using Entrada PGME Software, including inputting rotation allocations.
• Coordinates the following for assessments:
  • Coordinates and disseminates assessments for postgraduate education program within the department.
  • Organizes the trainee assessment meetings with the program director.
  • Assists with the design of specialty specific assessments.
  • Collates assessments information for residents’ dossiers.
  • Organizes specialty specific examinations.
  • Assists with documentation of performance assessments of residents in difficulty.
  • Assists with documentation of implementation of remediation and probation.
  • Coordinates and disseminates (once Program Director approved) faculty assessments by residents.
• Coordinates Cross Service Rounds including updating schedules, sending out invitations, preparing posters, booking meetings and/or Zoom invites, setting up audio-visual equipment, and distributing material.
• Schedules and coordinates Academic Half Day including assignment of topics/instructors, sending out invitations to instructors and residents, booking meetings and/or Zoom invites, setting up audio-visual equipment, and distributing material.
• Assists with planning and development of Policies and Procedures relating to the educational program and ensures compliance with all external agencies.
• Prepares and sends out “This week in PGE” weekly to Faculty and residents.
• Provides coverage for other Program Administrators as needed

OTHER:

• Provides administrative support as required.
• 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.