Program Administrator - OA5 (AESES)

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

Job summary

University of Manitoba is seeking a Program Administrator to oversee complex scheduling for medical residents and students within the Department of Internal Medicine. You will coordinate rotations, CPA sessions, and the Entrada system, ensuring smooth education delivery across multiple sites.

The role requires strong organizational skills, excellent communication, and initiative, with a 35-hour work week and a budget-funded project context. Evening/weekend events may be required.

Qualifications

• Formal training or certification in a related discipline with four years of directly-related experience.
• Strong communication, organizational and problem-solving abilities required.
• Experience coordinating complex schedules and multi-site activities in an educational setting.

Responsibilities

• Serve as primary contact for medical students and faculty inquiries.
• Create master rotation schedules and manage Resident scheduling across sites.
• Coordinate Early Exposure Program for Med I and II students.
• Oversee CPA session scheduling and curriculum-related timetables.
• Manage Entrada-based scheduling for Med III setups and clerkship transitions.
• Coordinate elective applications and liaise with UGME staff to resolve issues.

Skills

Communication

Organizational skills

Problem solving

Attention to detail

Interpersonal skills

Teamwork

Initiative

Ability to work under pressure

Flexible schedule

Professional communication

Education

Formal training program + 4 years experience

Tools

Microsoft Office Suite

Entrada software

Job description

Internal Medicine, Max Rady College of Medicine

Rady Faculty of Health Sciences

Position number: 37950

Date posted: October 14, 2026

Job details

Program Administrator - OA5 (AESES)

New 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)

Expected Start Date November 16, 2026 - June 30, 2027

840 hours worked

For more information please contact: Melissa Franzmann - [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.

EXPIERENCE:

• Minimum 4 years’ experience or the equivalent combination in an educational setting.
• Experience working in a postgraduate medical training setting and experience with U of M policies, procedures.
• Experience scheduling large numbers of students or staff and rotational schedules across multiple program and functional areas with close attention to detail is required.
• Experience working independently with a strong initiative to complete and follow up on tasks is required.
• Experience scheduling large volumes of meetings, other events or interviews at once is required.
• Experience with computer software applications, including but not limited to Microsoft Office is required.
• Multi-site clinical scheduling experience is preferred.
• Experience in a university clinical department preferred.
• Experience in CaRMS, ENTRADA, Accreditation preferred.
• Financial experience such as creating a budget, processing invoices and expenses preferred.
• Educational experience with remediations, probations, appeals preferred.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• 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 Department of Internal 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 skill 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.
• Intermediate knowledge of computer software applications including the Microsoft Office Suite is required.
• Satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS:

• Competency by Design
• Faculty Advisor Meetings
• Competency Committee Meetings
• FAST, CONCUR, MSAS or other similar systems, is preferred

Key responsibilities

• Primary contact and resource for medical students and faculty inquiries and concerns.
• Creates the entire master rotation schedule and manages the scheduling assignments of Medical Residents to major affiliated teaching sites.
• Coordinates the Early Exposure Program for Med I and Med II students.
• Coordinates annual schedule for Comprehensive Patient Assessment (CPA) sessions for Med II students and Med II course curriculum.
• Coordinates the University of Manitoba — Max Rady College of Medicine Curriculum Management System (Entrada) for Med III setup as per UGME.
• Recruits’ faculty presenters for transition to clerkship based on session schedules provided by UGME.
• Coordinates the intake of elective student applications with Program Administrators.
• Liaises and maintains regular contact with the Undergraduate Medical Education personnel responsible for a variety of programs to resolve problems as needed.
• Coordinates and prepares complex annual four-week Transition to Clerkship (TTC) schedule.
• Undertakes other projects and tasks as related to education coordination for Med III students.
• Prepares Clerkship Rotation Schedule spreadsheet as per the guidelines.
• Develops, maintains and coordinates process to address requests for rotations changes from Med III & Med IV students.
• Monitors student attendance and provides student lists to Program Coordinators for distribution to faculty instructors.
• Maintain, record and follow up on outstanding assessments and evaluations.
• Undertakes other projects and tasks as related to education coordination for Clerkship students.
• Assists Clerkship Director with day to day operations of IM Undergraduate Clerkship Program.
• Coordinates several undergraduate programs for the Department of Internal Medicine.
• Ensures that first day instructions are up to date and distributed accordingly.
• Creates the Clerkship Teaching Day schedule on an annual basis.
• Liaises and negotiates faculty, U of M clinical departments, hospital personnel, and residents regarding policies, rotations, and schedules.
• Ensures online schedules are up-to-date and posted accordingly using Entrada Software.
• Ensures compliance with the PARIM Collective Agreement, College of Medicine PGME policies and procedures.
• Develops and maintains a residency training program policy manual.
• Maintains resident trainee files and training program records for all residents in the program(s).
• Coordinates scheduling and assignment of topics/instructors for academic half day schedules, section rounds, regularly scheduled series programs, including obtaining initial and ongoing approval for RCPSC Maintenance of certification, preparing rounds notices, attendance management and annual reporting & assessment, (using ENTRADA).
• May be required to preform 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.