Department of Ophthalmology

Rady Faculty of Health Sciences

Position number: 31203

Date posted: August 27, 2026

Job details

Program 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

September 28, 2026

Trial/Probation period:

840 hours worked

For more information please contact: Vanessa Sunico - [email protected]

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING:

- Completion of a formal training program in a related discipline from a recognized institute plus four years of directly-related experience.(eg. Health Services Management or Human Resources-related) is required.

EXPERIENCE:

- Related expierence includes medical education residency program administration or related experience in a responsible administrative support role is required, preferably in an academic environment.
- Familiarity with human resource practices, procedures and systems required.
- Experience working with VIP, Banner, FAST, EPIC, and CONCUR is required.
- Proficient, at an advanced level, in the use of Windows and the use of Adobe Acrobat Pro, Microsoft Office applications is required (Teams, Word, Excel, PowerPoint, Outlook, Access, Sharepoint, Publisher and electronic Calendar and Scheduler).
- Proficiency in coordinating virtual meetings required.
- Experience in Curriculum Management system is an asset.
- An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

- Knowledge of University regulations, programs and procedures as they relate to the postgraduate medical education program preferred. Requires intermediate/advanced knowledge of computer software applications (Word, Excel, Powerpoint, Outlook, Access) is required.
- Competence in advanced features of a spreadsheet application such as creating and editing charts and graphs, sharing data between applications, and creating and editing templates is required.
- Excellent interpersonal and English verbal and written communication skills required.
- Sensitivity to the needs and situations of students from a variety of cultures is required.
- Demonstrated ability to plan, organize, coordinate, and establish work priorities and deadlines required.
- Must demonstrate confidential skilled diplomacy is required.
- Ability to coordinate workflow, identify processes requiring improvement and recommend, develop and implement modifications to improve efficiency or develop and implement new processes as required.
- Attention to detail and accuracy of same is required.
- Ability to exercise good judgment when making decisions involving complex matters is required.
- Ability to perform a variety of accounting procedures required.
- Ability to make sound independent judgments and utilize problem solving skills required.
- Ability to establish and maintain effective working relationships with various levels of internal and external contacts required.




- Ability to communicate effectively with all levels of staff, students, faculty members, learners, government and public in a diplomatic and tactful manner required.
- Ability to setup and maintain spreadsheets and databases and create reports utilizing and manipulating data is required.
- Must maintain confidentiality of information is required.
- Ability to handle multiple priorities meeting all details is required.
- Must be able to work a adaptable schedule including early morning meetings, evening and weekend events as required.
- Satisfactory work record, including attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS:

- Knowledge of the medical profession, combined with an understanding of the departmental programs, is a definite asset.

Key responsibilities

Administrative Support

- Primary Department contact for all daily program administrative questions pertaining to the Ophthalmology programs.
- Respond to inquiries from Department, Programs, UGME, PGME, PARIM, Royal College of Physicians and Surgeons of Canada & other required individuals.
- Develop and maintain strong working relationships with departmental members, clinic administrative teams, and key stakeholders, liaising with Programs, PGME, UGME, the Max Rady College of Medicine, the Rady Faculty of Health Sciences, other departments and programs, and external partners to support academic and educational activities and address inquiries as required.
- Provide administrative support and coordinate onboarding and orientation for all new Ophthalmology learners (including assisting with departmental paperwork/forms, access, keys, etc… and any follow-up with the required office(s).
- Coordinate and maintain academic-year rotations schedules, including updates, collaborating with the Program Director, Residents, departmental members, and other stakeholders to facilitate scheduling decisions and communications, implement changes, ensure timely updates, and maintain accurate, up-to-date information in the web-based system (i.e., Entrada).
- Coordinate and maintain daily scheduling of residents, medical students, external electives and fellows as per required processes.
- Provide administrative support for academic sessions and on-call communication.
- Maintain up-to-date schedule and vacation/education/conference/LOA/time-off information in a web-based system (i.e. Entrada).
- Prepare vacation and conference leave requests for Lead Resident and Program Director to review.
- Prepare correspondence, reports and schedule in consultation with the Program Director/required individuals as required.
- Prepare reports on training requirements for learners and Faculty as per guidelines as required.




- Provide administrative support for the in-house mock oral and written exams for learners annually.
- Prepare and distribute confidential information pertaining to the in-house exams to faculty members.
- Maintain teaching resources, reference materials and required manuals.
- Provide administrative support for assessments and evaluations processes when required (i.e. distribution, maintaining data, scheduling of required meetings, follow-up on outstanding items and action items).
- Maintain accurate and appropriate files for learners and documentation.
- Provide administrative support for various sessions/events as assigned/as required (i.e. Journal Club, Research Day, Grand Rounds, CME, Visiting Professors, teaching sessions, Clinical Skills sessions, etc…)
- Provide administrative support for the CaRMS process.
- Provide administrative support to committees when required.
- Provide administrative support for learners’ travel agreements, reimbursements and program expenditures processes.
- Participate in a variety of activities related to the accreditation process and reports for accreditation, as required; remains informed of accreditation standards and requirements.

Finance and Administration

- Responsible for daily administration of the residency program and departmental expenditure matters (i.e. matters related to educational activities for learners and faculty and Visiting Professors).
- Order supplies, prepare purchase orders.
- Process and prepare invoices, inter-departmental charges, teaching stipends when required.
- Collect and prepare data for financial reports when required.
- Provide administrative support for Faculty appointment process and records, including promotions when required.
- Provide administrative support for Department newsletters when required.
- Provide administrative support for payroll process.

Other duties

- Maintain and update the position and procedures manual.
- Assists other staff during peak periods and absences.
- Perform other related duties as assigned or required not exceeding skills and capabilities when 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) (Canada)
🏢 University of Manitoba
📍 Canada