Undergraduate Medical Education, Max Rady College of Medicine Rady Faculty of Health Sciences

Position number: 36501 Date posted: September 25, 2026

Job details

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

Full-time: Yes

Permanent: Yes

Work schedule: 35 Hours/week (Monday to Friday, 8:00 am to 4:00 pm)

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

Expected Start Date October 26, 2026

Trial/Probation period: 840 hours worked For more information please contact: Dave Fidler - [email protected]

Qualifications

MINIMAL FORMAL EDUCATION REQUIRED:

- Completion of a formal administrative training program and receipt of a diploma or degree in a related discipline from a recognized institute or program.

EXPERIENCE:

- Four years of directly related administration experience is required, preferably in a health-related or post-secondary educational environment.
- Experience in using intermediate- to advanced-level computerized software packages, including primary functions for Adobe Acrobat and MS Office software such as Word, Excel, Outlook, and PowerPoint, is required.
- Experience managing boards or committees, including organizing meetings and maintaining agendas, minutes, and reporting, is required.
- Experience in planning and coordinating schedules, events, or projects is required.
- Experience with basic payroll and accounting processing and reconciliation is required.
- Experience working with vulnerable persons of all ages is required.
- Knowledge of University and Max Rady College of Medicine & UGME programs, curriculum, and policies is an asset.
- Experience in a university or post-secondary environment with students and Faculty preferred.
- An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

- Exceptional verbal and written communication skills, including the ability to draft documents, and explain and present detailed information, are required.
- Undertaking and/or involvement with the delivery of administrative projects and assignments is required.
- Participation in the development and interpretation of policies, procedures, and regulations is required.
- Demonstrated proficiency in using human resource and/or payroll systems are required.
- Ability to maintain working relationships with a diverse staff, students, Faculty, and the public is required.
- Ability to understand and independently manage administrative issues and problems is required.
- Demonstrated ability to plan, prioritize, organize, and complete multiple work assignments and tasks or projects simultaneously according to deadlines, with attention to detail, and adapting to shifting priorities, is required.
- Ability to ensure the completion of detailed clerical, service, secretarial and basic accounting routines independently is required.
- Ability to process large numbers of requests or documents with speed, accuracy, and detail to meet deadlines are required.
- Ability to make independent judgments and utilize problem-solving skills is required.
- Ability to demonstrate tact, diplomacy, and professionalism is required.
- Ability to oversee and train subordinate staff or volunteers is required.
- Ability to undertake special administrative projects as assigned by the unit is required.
- A satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS:

- Exposure to software such as Concur, VIP, AdAstra, EPIC, QUICK or Entrada is an asset.




- The ability to identify processes requiring improvement and recommend changes to improve efficiencies is an asset.
- Confidential handling and knowledge of personal and health information legislation is an asset.
- Efficient keyboarding skills are an asset.

Key responsibilities

ADMINISTRATIVE AND PATIENT SUPPORT:

- Track expenses and patient participation to provide accountability for the patients recruited and expenses utilized by the Patient Partner Program.
- Liaise, support, and schedule appointments and meetings; apprising Program staff of ongoing commitments and agendas and preparing packages of materials as assigned.
- Manages confidential communication that may include human resource and student matters, or other related program sensitive information/data.
- Liaises and supports UGME Program Administrators and staff, including corresponding with Volunteer Patients, external agencies, Faculty, Department staff and students.
- Coordinates the process under the guidance of the Clinical Program Administrator regarding the recruitment of patients, including creating advertising documentation, posting materials, contacting potential patients and arranging meetings.
- Liaises with the Clinical Program Administrator and Patient Education Coordinator staff to arrange the scheduling of patients for participation in UGME programs.
- Organizes and attends patient recruitment events.
- Provide onsite program and patient support under the guidance of the Clinical Program Administrator when patients are involved in a campus learning event.
- Creates a database or worksheet to collect, record and track patient data/information.
- Coordinates the development and maintenance of applicable program policies and procedures or other guidance materials.
- Tracks and arranges patient honoraria or payments for attending events and incidentals. Serves as a point of contact for UGME staff regarding gift card ordering and reconciliation.
- Compiles data and information for applicable reporting on patient recruitment and participation in UGME programming as assigned.
- Drafts, formats, edits, and proofreads various documents, correspondence, reports, papers or presentations from copies, drafts, or recordings.
- Maintenance of electronic/paper filing system(s), including creating files, filing documentation, record management and archiving.
- Creates template letters/forms to respond to correspondence.
- Program evaluation administration, including, but not limited to, creation and tracking.
- Responsible for organizing meetings, booking space, and services and/or equipment for meetings.
- Performs or ensures the completion of daily routines for an area, including providing information and advice on the status of accounts, services, or activities to other internal and external areas, either verbally or in writing.
- Updates UGME website and events calendar as required.
- Maintaining relations with Faculty, staff, students, and the public by providing prompt and courteous service.
- Responsible for understanding correspondence and inquiries relating to UM and UGME policies and procedures.
- Coordinates or assists with the organizing of Patient Partner Program events and other UGME events as assigned.




- Administer and coordinate the activities related to UGME Committees as assigned. This can include liaising with the Chairs, scheduling meetings, preparing and distributing agendas and information packages; attending meetings; preparing minutes, and tracking action items.
- Manage incoming phone calls and direct visitors for onsite and video meetings.
- Compiles, summarizes and reports data required for the preparation of budgets and financial accounts.

HUMAN RESOURCES MANAGEMENT AND PAYROLL:

- Responsible for payroll entry for patient recruitment staff but also serves as a processer/backup for other UGME payroll duties for staff and Faculty as assigned by the Clinical Program Administrator.
- Stays informed of HRIS/VIP data entry and training information and processes.
- Assists the Clinical Program Administrator and UGME Business Manager with administration regarding hiring, which may include completing and submitting HR documents, scheduling, and tracking.
- Tracks hiring and completes HR paperwork for hiring of Volunteer Patients and others as assigned.
- Serves as a point of contact for UGME staff or Faculty for VIP and HR inquiries.
- Maintains knowledge of UM human resource policies, processes, and requirements.

PURCHASING AND OTHER DUTIES:

- Conducts UGME ordering and maintaining services, supplies, and equipment, including sourcing items/services, creating work or purchase orders, receiving and inventory of services/items in the applicable systems as required.
- Maintains knowledge of UM travel, purchasing and payroll policies, processes, and requirements.
- Responsible for arranging travel and flights for the Patient Partner Program staff and Faculty who are attending conferences, workshops, or seminars, including facilitating travel/claims in Concur.
- Completes and collects the gift card reconciliation and related gift card receipt declaration forms for the UGME office.
- Liaises with Purchasing, Travel Services and Supplier Payment Services to resolve problems and answer inquiries.
- Completes all travel or expense pre-approval forms and coordinates approvals.
- Prepares invoices and processes payments online or manually using the debit/credit system.
- Provides vacation/absence relief as required, including reception coverage when required.
- Maintains and updates the procedures manual for this position.
- May participate in the accreditation process as assigned and maintain knowledge of accreditation standards.
- 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.

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