Program Administrator

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

Job summary

University of Manitoba is seeking an experienced program administrator for postgraduate medical education. The role supports residents, coordinates CaRMS interviews, and manages recruitment and assignment processes, ensuring alignment with program goals and accreditation timelines.

The position requires strong organizational skills, advanced Excel, and excellent communication to liaise with residents, faculty, and stakeholders across the university.

Qualifications

• Formal training program in health services management or HR plus four years of related experience.
• Two to five years of admin experience in a medical education program; knowledge of CaRMS is a plus.
• Proficiency with MS Office suite and ability to manage complex schedules.

Responsibilities

• Acts as central reference for general academic inquiries pertaining to postgraduate medical education.
• Manages appointment processes, reappointments and residents' terminations.
• Coordinates CaRMS interviews and resident recruitment activities; maintains trainee files.

Skills

Advanced Excel

PowerPoint

Outlook

Access

English communication

Education

Health Services Management or Human Resources training

Tools

Entrada Curriculum Management

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

Expected Start Date November 30, 2026

840 hours worked

For more information please contact: Cory Marquart - [e-mail]

Qualifications

MINIMAL FORMAL EDUCATION REQUIRED:

• Completion of a formal training program in e.g.Health Services Management or Human Resource or in a related discipline from a recognized institute plus four years of directly-related experience.

EXPERIENCE:

• Two to five years of experience in administration of a medical education program (UGME or PGME) in a University Clinical Department position. Experience in Entrada Curriculum Management is required.
• K nowledge of University and/or Shared Health policies and procedures are considered an asset.

Extensive experience preferred in:

• Scheduling large numbers of students or staff and rotational schedules across multiple program and functional.
• 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:

• Ability to organize, prioritize, and complete complex secretarial, clerical or basic accounting routines is required.
• Requires intermediate/advanced knowledge of computer software applications (Word, Excel, Powerpoint, Outlook, Access) is required.
• The candidate shall demonstrate competence in advanced features of a spreadsheet application such as creating and editing charts and graphs, sharing data between applications, and creating and editing templates is required.
• Ability to set up and maintain spreadsheets and databases and create reports utilizing and manipulating the data is required.
• Shall be able to create a variety of presentations using presentation software (PowerPoint) for different audiences is required.
• Excellent English written and oral communication skills are required.
• Excellent interpersonal skills with ability to communicate effectively with all levels of staff and the public is required.
• Must be able to exercise tact and discretion, and tactfully navigate situations of conflict is required.
• Must be able to work a flexible schedule including early morning meetings, evening and weekend events as required.
• Must have excellent problem-solving skills and take initiative in this regard is required.
• Must be able to analyze problems, identify key information and issues, and effectively resolve them is required.
• Organized, detail-oriented with a well-established process for planning workload is required.
• Ability to demonstrate tact, diplomacy, professionalism, and respect for confidentiality and privacy at all times is required.
• A satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS:

• Some knowledge of scientific/clinical/medical terminology an asset.
• Previous experience with curriculum management systems is an asset.

Key responsibilities

• Acts as a central point of reference for general academic inquiries pertaining to postgraduate medical education related to the Program.
• Responsible for appointment completion, reappointment, and termination of residents.
• Develops, implements and participates in the recruitment of residents to the program:
  • Maintains and organizes CaRMS or other applicable website and files
  • Coordinates CaRMS or other applicable interviews for applicants
  • Coordinates interviews for sponsored trainees and/or fellows
  • Access and exports trainee application files and completes initial file review for completeness of applications
• Assists in the development of surgical education orientation for the incoming surgical postgraduate trainees.
• Develops and maintains program specific orientation manual(s) for both home program residents and off-service residents, elective residents, medical students and physician assistants where applicable.
• Coordinates and approves all vacation, conference, and other leave requests for postgraduate trainees.
• Prepares, manages and distributes annual rotation schedule for program residents including off-service residents, elective residents, medical students and physician assistants where applicable.
• Prepares call schedule templates for completion and distribution by the section administrative staff and senior/lead residents.
• Prepares, manages and distributes academic teaching schedule, simulation sessions schedules (if applicable) and anatomy session schedules (if applicable).
• Prepares, manages and distributes Section Rounds including assigning Faculty.
• Provides first point of contact for a resident in minor or major distress or difficulty.
• Coordinates meeting schedules, records minutes and manages action items for distribution and completion of for the Residency Progress Committee (RPC).
• Coordinates meeting schedules, prepares resident(s) CBD reports for review, records minutes and distributes reports for the Program Competence Committee.
• Coordinates semi-annual meetings and attends meetings with the Program Director and Residents, preparing reports for discussion and follow-up assessments.
• Prepares the program for both internal and external accreditation in coordination with the Program Director and Education Manager.
• Coordinates and facilitates onsite internal and external accreditation visits.
• Manages and executes annual Resident Research Day (if applicable).
• Prepares and executes OSCE examinations (if applicable).
• Prepares annual Journal Club schedule and distributes information as required.
• Facilitates the in-house training examinations.
• Coordinates and disseminates assessments for residents within the Program.
• Ensures that Program Goals and Objectives are up-to-date and reviewed annually.
• Assists and manages development of program-specific policies.
• Assists with documentation of performance assessments of residents in difficulty, ensuring that University timelines are adhered to and documentation is submitted accordingly.
• Coordinates Faculty Assessments in collaboration with the Education Manager.
• Manages resident and faculty awards within the Program.
• Prepares correspondence on behalf of the Program Director for signature as well as prepares correspondence for own signature.
• Reviews and approves all medical student electives as submitted from the surgery undergraduate office.
• Maintain program specific setup in electronic management system including assessments, evaluations and program specific communities.
• Complete travel requisition and invoice submissions related to expenses and reimbursements within the Program(s).
• Assists the Program Director in the development and implementation of teaching curriculums.
• Assists with obtaining funding for special projects.
• Maintains program-specific information on the Departmental webpage.
• 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.