Program Assistant

Dalhousie University; Halifax; On-site; CAD 49,000 - 62,000; Full time

Benefits offered by this job

Health and dental plans

Health spending account

Employee and family assistance program

Tuition assistance program

Job summary

Dalhousie University’s Faculty of Medicine seeks a Program Administrator for the Diagnostic and Clinical Pathology Residency Program. Reporting to the Department Administrator, you will coordinate postgraduate medical education activities, manage resident records and schedules, and support accreditation and committee work.

You will liaise with residents, faculty, supervisors, and external stakeholders, prepare documentation, and ensure confidentiality and accuracy while meeting deadlines in a

Qualifications

• Business Administration or Administrative Professional program with 3–5 years' relevant experience.
• Experience in university/healthcare/complex environment is asset.
• Ability to handle highly confidential information with sound judgment.
• Experience coordinating meetings, preparing agendas, and recording accurate meeting minutes.
• Strong organizational and interpersonal skills in fast-paced settings.

Responsibilities

• Coordinate and provide administrative support for the Diagnostic and Clinical Pathology ( DCP ) Residency Program, ensuring the effective delivery of postgraduate medical education activities.
• Manage resident records, schedules, evaluations, examinations, and related processes while maintaining accurate and confidential program documentation.
• Liaise with residents, faculty, clinical supervisors, Postgraduate Medical Education, and external stakeholders to support program requirements and resident success.
• Provide administrative support to residency committees, including meeting coordination, agenda preparation, minute-taking, and tracking follow-up actions.
• Coordinate residency recruitment activities, including Canadian Resident MatchingService (CaRMS) processes, applicant communications, interview logistics, and onboarding of successful candidates.
• Support accreditation, program reviews, resident orientation, and special events by maintaining compliance requirements, preparing documentation, coordinating logistics and assisting with ad hoc projects and emerging priorities.

Skills

Meeting coordination

Confidentiality

Communication

Organization

Multitasking

Discretion

Education

Business Administration or Administrative Professional program

Job description

Salary $29.18 - $36.94 per hour ($49,317 - $62,436 per annum based on 32.5 hours per week, prorated to $16,439- $20,812 for 8 month term at 0.5 FTE)

Classification

Classification C6

Provisional Statement

This is a provisional classification. Formal regular review classification procedures may be initiated at any time by the incumbent or supervisor after the incumbent has worked a minimum of six months in the role.

Dalhousie University is Atlantic Canada’s leading research-intensive university and a driver of the region’s intellectual, social and economic development. Located in the heart of Halifax, Nova Scotia, with an Agricultural Campus in Truro/Bible Hill, Dalhousie is a truly national and international university, with more than half of our almost 21,000 students coming from outside of the province. Our 6,000 faculty and staff foster a vibrant, purpose-driven community, that celebrated 200 years of academic excellence in 2018.

Job Summary

Dalhousie’s Faculty of Medicine teaches scientific excellence and humanity in medicine and trains doctors to be accomplished clinicians, compassionate caregivers, good communicators, and balanced individuals. The department of Pathology offers Masters, PhD and Residency training programs. Reporting to the Department Administrator and supporting the Diagnostic and Clinical Pathology( DCP ) Program Directors, the Program Administrator serves as the primary administrative resource for the DCP residency program, coordinating resident records, scheduling, evaluations, committee activities, and accreditation requirements while ensuring residency standards are maintained.

Key Responsibilities

• Coordinate and provide administrative support for the Diagnostic and Clinical Pathology ( DCP ) Residency Program, ensuring the effective delivery of postgraduate medical education activities.
• Manage resident records, schedules, evaluations, examinations, and related processes while maintaining accurate and confidential program documentation.
• Liaise with residents, faculty, clinical supervisors, Postgraduate Medical Education, and external stakeholders to support program requirements and resident success.
• Provide administrative support to residency committees, including meeting coordination, agenda preparation, minute-taking, and tracking follow-up actions.
• Coordinate residency recruitment activities, including Canadian Resident MatchingService (CaRMS) processes, applicant communications, interview logistics, and onboarding of successful candidates.
• Support accreditation, program reviews, resident orientation, and special events by maintaining compliance requirements, preparing documentation, coordinating logistics and assisting with ad hoc projects and emerging priorities.

Note

Due to operational requirements, the successful applicant is required to work in-person on campus.

Required Qualifications

• Business Administration or Administrative Professional program with three to five years’ relevant experience (or an equivalent combination of training and experience).
• Experience providing administrative support in a university, healthcare, government, or similarly complex environment is considered an asset.
• Demonstrated ability to work effectively with highly confidential and sensitive information while exercising sound judgment and discretion.
• Experience coordinating meetings, preparing agendas, and recording accurate meeting minutes.
• Strong organizational, communication, and interpersonal skills, with the ability to manage multiple priorities in a fast-paced environment.

Assets

• Experience supporting postgraduate medical education, residency programs, or academic program administration.
• Experience working in a university, healthcare, medical education, or hospital environment.

The successful candidate is expected to demonstrate proficiency in Dalhousie’s core competencies, in particular:

• Respect & Inclusion
• Adaptability
• Knowledge & Thinking Skills
• Communication
• Service

Additional Information

Dalhousie University supports a healthy and balanced lifestyle. Our total compensation package includes health and dental plans, a health spending account, an employee and family assistance program and a tuition assistance program.

Application Consideration

Non-probationary bargaining unit employees ( NSGEU local 77) are given priority consideration. All other applications will be considered when there is no qualified candidate from the bargaining unit.

We sincerely appreciate all applications and note that only candidates selected for an interview will be contacted directly by the hiring department or People and Culture.

Diversity Statement

Dalhousie University commits to achieving inclusive excellence through continually championing equity, diversity, inclusion, and accessibility. The university encourages applications from Indigenous Peoples of Turtle Island (especially Mi’kmaq), persons of Black/African descent (especially African Nova Scotians), and members of other racialized groups, persons with disabilities, women, persons identifying as members of 2SLGBTQIA+ communities, and all candidates who would contribute to the diversity of our community. In accordance with our Employment Equity Policy, preference will be given in hiring processes to candidates who self-identify as members of one or more of the equity-deserving groups listed above. For more information, including details related to our Employment Equity Policy and Plan and definitions of equity-deserving groups please review our Employment Equity information. If you require any support for the purpose of accommodation, such as technical aids or alternative arrangements, please let us know of these needs and how we can be of assistance. Dalhousie University is committed to ensuring all candidates have full, fair, and equitable participation in the hiring process. Our complete Accommodation Policy can be viewed here .

Required fields are indicated with an asterisk (*).

Documents Needed to Apply

Required Documents

• Résumé / Curriculum Vitae (CV)

Optional Documents

• Cover Letter