Sr. Education Program Assoc.(Hybrid - 3 days per week on site)

McMaster University; Hamilton; Hybrid; CAD 37,000 - 52,000; Full time

Job summary

McMaster University in Hamilton, ON seeks a Senior Education Program Associate to provide administrative coordination for medical education programs. You will support residents, faculty and leadership, manage assessment workflows, and help implement CBME processes across multiple sites.

You will oversee CaRMS, coordinate events, budgets, and data management, and ensure smooth operation of MedSIS for education administrators and program leadership. Hybrid work model with 3 days on-site.

Qualifications

• Minimum of three years' experience in academic/healthcare education environment.
• Strong interpersonal, organizational and communication skills.
• Proficiency in Microsoft Office and database management; experience with Teams/Zoom.
• Experience with residency assessment systems (MedSIS) is a strong asset.

Responsibilities

• Provide administrative coordination and support to faculty, residents and leaders.
• Coordinate CaRMS processes and residency matching for learners.
• Manage projects, events, and program budgets and forecasts.
• Maintain databases, generate reports and troubleshoot MedSIS for staff.
• Develop promotional materials and coordinate rotation schedules across sites.

Skills

Microsoft Office

MedSIS knowledge

Virtual meetings (Teams/Zoom)

Education

2 year Community College diploma in Business Administration

Tools

MedSIS

Microsoft Teams

Zoom

Database management systems

Job description

Sr. Education Program Assoc. (Hybrid - 3 days per week on site)

Regular/Temporary

Regular

Location

Open Date

2026/10/08

Job Type

Continuing

Close Date

2026/10/19

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Family Med

Full/Part Time

Full-Time

Salary Grade/Band

Grade 6

Salary Range

$26.99 - $38.03 (hourly)

Job Code

JD0991

Existing Vacancy

Yes - Backfilling as Existing

Target Number of Openings

1

Schedule

Monday - Friday, 8:30 am - 4:30 pm

7 hours per day, 35 hours per week.

Education Level

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

Career Level

Requires 3 years of relevant experience.

Job Description

Senior Education Program Associate provides administrative coordination and operational support to faculty, residents, and academic leaders related to medical education. This includes coordinating assessment activities related to Competency-Based Medical Education (CBME), supporting resident well-being initiatives, managing projects and events, and ensuring the effective implementation of assessment processes and program requirements. The Senior EA serves as the primary administrative resource and liaison for MedSIS, supporting assessment workflows, troubleshooting user issues, maintaining data integrity, generating reports, and facilitating the effective use of the platform by education administrators and program leadership.

Senior EA will work collaboratively with a variety of DFM staff and faculty, as part of the larger DFM education administrative team.

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 where 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 maintain filing systems, both electronic and hard copy.
• Update and maintain information in databases.
• Set up, use, and troubleshoot teleconferencing and videoconferencing equipment.

Additional Information:

The successful candidate will have a minimum of three years' experience working in an academic, healthcare, or clinical education environment, including experience supporting medical learners within a distributed education model. Demonstrated experience coordinating complex administrative processes, managing competing priorities, and working collaboratively with multiple stakeholders is essential.

The candidate will possess strong interpersonal, organizational, and communication skills, with a proven ability to work effectively both independently and as part of a team. Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and database management systems, is required, along with experience using virtual meeting and learning technologies such as Microsoft Teams, Zoom, or equivalent platforms. Experience with residency assessment systems, particularly MedSIS, is considered a strong asset.

The Senior Education Associate shares responsibility for modelling and supporting policies and practices that are aligned with DFM's commitment to truth and reconciliation with Indigenous Peoples, to addressing the harms of racism experienced by Black and racialized communities and to creating and sustaining an equitable, diverse and inclusive workplace for all.

Preference will be given to candidates who embody our values: Honouring and respecting others and ourselves, practicing creativity and courageous inquiry and action, and engaging one another with generous recognition of our interdependence.

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.

Interview Experience

At McMaster University, we believe in a comprehensive and inclusive interview process. Our interview methods encompass a variety of approaches that allow our hiring teams to provide a flexible and accessible experience for engaging with our candidates. Throughout your recruitment process at McMaster, you may be requested to participate in a variety of formats, that may include in‑person, virtual or recorded interviews. If you have any questions as you move through the hiring process, please reach out to [e-mail] or the HR contact associated with your position of interest.

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.