Sr. Education Program Assoc.

McMaster University; Hamilton; Hybrid; CAD 60,000 - 85,000; Full time

Job summary

McMaster University is seeking a Senior Education Program Associate to support its Subspecialty Residency Programs. You will work with program directors, faculty, residents and committees to ensure national accreditation standards and a high-quality learning environment.

The role involves coordinating CaRMS, rotation scheduling, curriculum administration, and learner evaluation, with responsibility for budgets, events, and policy guidance across multiple sites.

Qualifications

• 2 year Community College diploma in Business Administration or related field.
• Requires 3 years of relevant experience.
• Proven ability to coordinate residency program activities and educational events.
• Knowledge of RCPSC accreditation standards.
• Experience with program databases and electronic learning platforms.

Responsibilities

• Provide administrative support for an academic program or department and coordinate events.
• Coordinate resident rotation schedules and educational events across sites.
• Oversee CaRMS processes and learner evaluation initiatives.
• Maintain databases and electronic learning platforms; monitor budgets and financials.
• Prepare agendas, take minutes, and coordinate committee activities.

Skills

Project coordination

CaRMS knowledge

Budget monitoring

Stakeholder engagement

Education administration

Education

2 year Community College diploma in Business Administration or related field

Job description

35 hours per week, 7 hours per day
8:30 AM to 4:30 PM

Existing Vacancy?

Yes

2 years Community College diploma in Business Administration or related field of study.

Requires 3 years of relevant experience

Expected Fill Date

ASAP

Job Description

The Department of Medicine is seeking an organized, proactive, and highly collaborative Senior Education Program Associate (SEPA) to support its Subspecialty Residency Programs and Program Directors. Working closely with Program Directors, faculty, residents, and the Residency Program Committee and Competence Committee, the SEPA plays a critical role in ensuring programs meet national accreditation standards and deliver an exceptional educational experience. This position serves as a key resource for program planning, learner administration, and stakeholder engagement, while fostering strong partnerships with teaching units, clinical sites, faculty, and support teams across multiple locations.

The SEPA is responsible for coordinating a broad range of academic and administrative activities throughout the residency training cycle, including resident recruitment through CaRMS, rotation scheduling, curriculum administration, educational events such as OSCEs, and program and learner evaluation initiatives. The successful candidate will oversee complex projects, maintain program databases and electronic learning platforms, monitor budgets and financial transactions, and provide expert guidance on policies and procedures. Through strong organizational, analytical, and communication skills, the SEPA helps ensure residents and faculty have the tools, resources, and support needed to achieve program goals and maintain a high-quality learning environment.

Job Summary

Responsible for providing administrative support for an academic program or department, the Senior Education Program Associate plans and coordinates a variety of academic program or department events, projects and activities and is also accountable for monitoring the applicable project and event budgets and forecasting financial gains and shortfalls. Performs the duties of the position in accordance with established policies, procedures, and calendar of events, and is responsible for coordinating resident rotation schedules and a variety of educational events and other learning and research initiatives. Creates positive partnerships with preceptors, teaching units, clinics, sites, campuses, practices, and other support staff.

Purpose and Key Functions

• Collect, analyze, assess, and summarize information relevant to the decision making process and developing recommendations for final approval and implementation.
• Oversee the Canadian Residency Matching System (CaRMS) with the objective to match all available learner spots to ensure the viability of the program.
• Assist in implementing program software changes, electronic modules and program surveys. Complete regular reports on projects and events status to all stakeholders, leadership and support staff and ensure the project scope and project parameters are clear.
• Maintain, evaluate and continuously update projects and events including, but not limited to, electronic modules, curriculum updates, CaRMS and databases.
• Oversee and coordinate education events, tutorials, academic half days and other learning and research initiatives.
• Create, design and develop banners, presentations and other promotional materials for use at various events.
• Create financial projections for projects and events and adjust throughout the duration of the project and event.
• Monitor budgets and reconcile accounts, complete financial transactions including travel expense reports, advances, electronic cheque requisitions, purchase orders and journal entries.
• Ensure appropriate venues and catering are secured provided and book transportation and audio-visual equipment as required.
• Delegate tasks appropriately to staff to assist with planning and coordinating events and activities.
• Make recommendations about future activities and events based on needs and results surveys.
• Facilitate various meetings and chair committees were applicable.
• Develop, plan, and coordinate rotation schedules for qualified residents at multiple sites.
• Facilitate the evaluation process for preceptors and students. Compile evaluation results and bring negative evaluations forward for review.
• Write a variety of documents including, but not limited to, correspondence and
• minutes.
• Respond to inquiries that are specific in nature and require a thorough knowledge of
• established policies and procedures.
• Maintain confidentiality of information.
• Set up and maintains filing systems, both electronic and hard copy.
• Update and maintain information in databases.
• Set up, use, and troubleshoot teleconferencing and videoconferencing equipment.

Requirements:

2 year Community College diploma in Business Administration or related field of study.

Requires 3 years of relevant experience.

Strong Assets:

Excellent computer skills, competency, and knowledge of MedSIS, Medportal, Mosaic, and Microsoft Office Suite.

Strong attention to detail, particularly for accurate data entry and record management

Provide administrative support to committees and faculty, including preparing agendas, taking minutes, and coordinating events

Has a strong understanding of the RCPSC accreditation standards

Accurate and timely data entry within MedSIS, with a strong focus on data integrity

Maintain and update FHS-DB records throughout the academic year

Respond promptly and professionally to email inquiries

Consistently meet deadlines in a fast-paced, multi-stakeholder environment

Additional Information

Please note that participation in occasional before and after-hours events and meetings may be required as well as occasional travel to other sites.

Hybrid, hospital specific workspace will be determined with supervisor. This is a 35-hr/week position

Employment Equity Statement

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.

The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.

As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.

Job applicants requiring accommodation to participate in the hiring process should contact:

To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.

AI Statement

McMaster and its third-party partners may use AI tools to screen, assess, or select applicants during the hiring process. Please note that currently our recruitment platform does not use AI nor is it part of our current recommended recruitment process.