Program Administrator - OA5 (AESES)

UM Careers; Winnipeg; On-site; CAD 48,000 - 66,000; Full time

Job summary

University of Manitoba in Winnipeg, MB, is seeking an experienced administrator to manage postgraduate medical education programs. You will coordinate resident appointments, recruitment, and interviews, acting as the primary contact for inquiries and ensuring smooth program operations.

The role requires meticulous scheduling, confidentiality, and collaboration with faculty teams across departments. The incumbent will support accreditation and manage scheduling, documentation, and reports for

Qualifications

• Completion of a formal training program in a related discipline with four years of directly-related experience.

Responsibilities

• Acts as a central point of reference for general academic inquiries pertaining to postgraduate medical education related to the Program.

Skills

Secretarial routines

Advanced computer skills

Interpersonal skills

Independent working

Attention to detail

Communication (English)

Time management

Education

Formal training program in related discipline

Tools

Word

Excel

PowerPoint

Outlook

Access

Job description

Existing Regular Continuing Full-Time (Budget Funded)

Full-time: Yes

Permanent: Yes

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)

Expected Start Date October 12, 2026

840 hours worked

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

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING REQUIRED:

• Completion of a formal training program in a related discipline ( eg.HealthServicesManagementorHumanResources-related) from a recognized institute plus four years of directly-related experience.

EXPERIENCE:

• Experience in Entrada Curriculum Management is required.
• Experience in administration of a medical education program (UGME or PGME) in a University Clinical Department position is preferred.
• 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 areas.
  • 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 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 is 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 effectively independently as well as part of a team environment 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.
• 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 completion of appointment, 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.
  • Accesses and exports trainee application files and completes initial 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 trainees.
• 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 Chief Resident.
• Prepares, manages and distributes academic teaching schedule, simulation session 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 for the Residency Training Committee (RTC).
• 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 meetingss 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 Manager, Surgical Education.
• 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 annual.
• 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 Manger, Surgical Education.
• Manages resident and faculty awards within 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.
• Maintains program specific setup in electronic management system including assessments, evaluations and program specific communities.
• Completes travel requisitions and invoice submissions related to expenses and reimbursements within Program.
• Assists the Program Director in the development and implementation of teaching curriculums.
• Assists with obtaining funding for special projects.
• Maintains program specific information on 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.