Department of Psychiatry

Rady Faculty of Health Sciences

Position number: 27733

Date posted: August 24, 2026

Job details

Program Administrator - OA5 (AESES) Existing Regular Continuing Full-Time (Budget Funded)

Full-time:

Yes

Permanent

Yes

Work schedule

35 Hours/week (Monday to Friday, 8:30 am to 4:30 pm)

Salary

$26.62 to $36.41 per hour ($48,448.40 to $66,266.20 per annum)

Expected Start Date

August 31, 2026

Trial/Probation period

840 hours worked For more information please contact: April Bodnarchuk - [email protected]

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 preferably in an academic or a healthcare setting.
- Undergraduate degree in a relevant discipline or with an emphasis on business practices and/or education is preferred.

EXPERIENCE:

- Experience in Microsoft Office Professional 2019 is required.
- Experience working with University enterprise systems is required. (Entrada, Epic, Concur, VIP).
- Demonstrated experience in providing administrative support to a multi dimensional, fast-paced unit is an asset.
- Experience in a University setting preferred.
- Experience in a mental health environment is preferred.
- An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

- Intermediate knowledge of computer software applications, Including Microsoft office and Zoom is required.
- Knowledge of CPD, CC, FA and Entrada is required.
- 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 Psychiatry, with professional medical staff and students in undergraduate and postgraduate levels is required.
- Must be thorough, accurate, and have a high level of attention to detail is required.
- Solid verbal and written communication skill are required.
- Ability to exercise good judgement, make decisions and deal with complex matters is required.
- Must be able to provide quality communication to skilled 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, and evening and weekend events as required.
- A satisfactory work record, including satisfactory attendance and punctuality, is required.

Key responsibilities

Residency Program-Psychiatry

- Responsible for the creation of the entire master rotation schedule and managing the scheduling assignments of Medical Residents to major affiliated teaching sites; independently scheduling with an extremely high level of complexity and makes the final decisions on rotation changes, Coordinates resident rotations at four core psychiatry sites, rural sites and sites for elective rotations.




- Liaises and negotiates independently with faculty, UM clinical departments, hospital personnel, and residents regarding policies, rotations, and schedules.
- Responsible for managing the assignment and coordination of resident rotations from other clinical departments (both internal and external to the University of Manitoba).
- Responsible for ensuring compliance with the PARIM Collective Agreement, College of Medicine POME policies and procedures.
- Provides first point of contact for resident in minor or major distress or difficulty, ensuring referrals to the appropriate contacts and supports.Manages the operation of the call schedules; prepares and distributes call schedules for each period, in association with ChiefResident(s), completes PARIM Submissions for call pay.
- Assists in all matters related to the appointment, reappointment, and termination of new residents and organizes and verifies all vacation, conference, and other leave requests.
- Ensures all documentation required is provided to College of Medicine POME office as per standard operating procedures.
- Drafts, develops, and maintains systems for streamlining processes for residents.
- Provides administrative support to the Program Director, an CBD Competence Committee, Site Leads, POE Site Coordinators and members of the POE Committee for their individual portfolios.
- Delivers the orientation and invigilation of educational exams, both oral and written and web-based.
- Assistants with coordinating rounds programs for the program, including rounds set-up, evaluation, and annual reporting processes.
- Responsible for managing all aspects of the recruitment and orientation of trainees, including the Canadian Residency Matching Service (CaRMS) process for the programs, including applicant file preparation, contact with all applicants, scheduling interviews, coordinating interviews of external-funded trainees, transfers, etc.
- Maintains position description on CaRMS website & University website(s).
- Liaises with other programs/sites/departments for web conferencing and video conferencing of academic activities.
- Responsible for ensuring online training schedules are up-to-date and posted accordingly using Entrada PGME Software, including inputting rotation allocations.
- Prepares materials for & sets up biannual resident evaluations, Royal College fonns, and others as needed, for the Program Director to complete.
- Coordinates the following for assessments:
- Coordinates and disseminates assessments for postgraduate education program within the department.
- Organizes the trainee assessment meetings with the program director.
- Assists with the design of specialty specific assessments.
- Collates assessments information for residents' dossiers
- Organizes specialty specific examinations
- Organizes OSCE examinations and report cards
- Assists with documentation of performance assessments of residents in difficulty
- Assists with documentation of implementation of remediation and probation
- Coordinates and disseminates (once Program Director approved) faculty assessments by residents.





- Provides assistant with 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). Provides assistant for planning and delivery of curriculum events as required.
- Ensures that evaluations are completed on a timely basis and that any problems are brought to the appropriate program directors.
- Responsible for the organization of regularly scheduled Residency Training Committee meetings, CBD Competence Committee Meetings and other regularly scheduled meetings; including agendas, communication with committee, taking and transcribing minutes, following up on action items with the Program Director, and provides input into related areas as needed.
- Assists with planning and development of Policies and Procedures relating to the educational program and ensures compliance with all external agencies.
- Coordinates, organizes, compiles and distributes information for all Postgraduate trainees as follows:

- Policies and procedures (conference/workshop travel, rotation)
- Call schedules in accordance to institutional policies and procedures
- Academic Calendar
- Rotation schedules
- Electives
- Orientation guides/booklets
- Award nominations for trainees, and teaching faculty
- Emails, memos and other relevant notices

- Monitors and advises on the distribution of Medical Education Funds, submits claims for PGME trainees i.e. travel, parking, etc.
- Contributes to the weekly, "This Week in PGE"
- Maintains close liaison with the PGME office.
- Organize special events such as Welcome Day, Research Day, and Graduation.

Undergrad

- Provides administrative coverage for the Psychiatry Undergraduate Program Administrator when required.

Administration

- Represents the program nationally by attending workshops and/or conferences.
- Scheduling of in-person and virtual meetings (schedules Zoom and MBTelehealth).
- Assisting with organizing other onsite events such as lunches, educational events and visiting speakers.
- Sets up audiovisual equipment for postgraduate and undergraduate events.
- Provides onsite support to residents, faculty and other stakeholders.
- 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 [email protected] or (phone hidden). 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.

📌 Program Administrator(AESES) (Winnipeg)
🏢 University of Manitoba
📍 Winnipeg