Department of Otolaryngology

Rady Faculty of Health Sciences

Position number: 38318

Date posted: October 6, 2026

Job details

Administrative Coordinator - AA1 (AESES) New 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

$27.52 to $38.37 per hour ($50,086.40 to $69,833.40 per annum)

Expected Start Date

November 2, 2026

Trial/Probation period

840 hours worked For more information please contact: Danielle Ashcrodft - [email protected] ((phone hidden))

Qualifications

MINIMAL FORMAL EDUCATION REQUIRED:

- Undergraduate degree in a related discipline.
- Knowledge of university regulations, programs and procedures as they relate to the function/program.

EXPERIENCE:

- One year of directly-related administrative experience is required, three years preferred.
- Experience in a teaching health care setting preferred.
- An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

- Demonstrated proficiency in the use of Microsoft Office 365 is required.
- Must have the ability to exercise judgement, make decisions and deal with complex matters.
- Must have the skills and ability to handle highly confidential material, multiple priorities and meet deadlines
- Knowledge of the University of Manitoba polices and systems is required (RAPID, EPIC, Concur, VIP, Entrada) is required.
- Effective interpersonal as well as oral and written communications skills are required.
- Strong problem-solving skills is required.
- Ability to exercise judgement, make decisions, deal with complex matters and work with minimal supervision is required.
- Ability to anticipate, organize and prioritise workload is required.
- Ability to take initiative and work independently with minimal supervision is required.
- Ability to deal effectively and professionally with staff at all levels is required.
- A satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS:

- Thorough working knowledge of current University policies and procedures preferred.

Key responsibilities

ADMINISTRATION:

- Coordinates research studies for the Department of OHNS. Is the department liaison for adult/peds studies occurring in OHNS.
- Coordinate, organize and manage annual Department Resident Research event, including day of coordination/logistics.
- Create and manage the budget for annual Department Research Day.
- Providing ongoing support to Residents regarding their presentations.
- Book space, and coordination of AV and IT services for day of.
- Distribute detailed information to department for Research Day.
- Facilitate appropriate approvals for hospitality.
- Coordinate hospitality for the day of event.
- Procure prizes etc.

- Coordinate and manage the annual Department Resident Day dinner.

- Coordinate the flow/timing of the event.
- Reserve venue and facilitate contracts.

- Responsible for maintaining office supplies and created purchase orders through EPIC.
- Oversees all travel matters related to educational activities related to academic half-days, resident and faculty meetings, CaRMS interviews, and Visiting Professors.
- Responsible for coordination and accreditation of:

- Grand Rounds
- Managing annual presenter schedule.
- Book room and/or set up zoom link and distribute as appropriate.




- Manage evaluation distribution, collate and anonymize evaluations and provide to presenter.

- - Visting Professors
- Manage travel arrangements and expense reimbursement (see financial management section).

- - Journal Club
- Manage and distribute annual schedule.

- - Secure the required equipment and/or IT support.

- Responsible for maintaining records for Resident travel requisitions and invoice submissions related to expenses and reimbursements within the Department ensuring compliance with university policies.
- Act as the unit expert for all relevant University administrative systems – FAST, VIP, EPIC, Banner, Concur.

PGME PROGRAM ADMINISTRATION:

- Acts as a central point of reference for all Postgraduate Program Administrative (non-clinical) issues involving the Fellowship and Residency Program, including interpretation of the PARIM agreement, applicable policies, procedures and regulations.
- Provides advice and assistance to trainees, faculty and other staff.
- Responsible for conducting the Program administrative orientation of all new residents including elective, international residents (if applicable) and fellows (if applicable).

- Maintains electronic personnel files and training program records for all trainees including appointment, re-appointment and completion.
- Within the curriculum management system coordinates, prepares and amends the complex academic and clinical schedules for all trainees.

- Review, approve or deny a variety of absence requests ensuring compliance with Department, PGME and PARIM Policy.
- Maintains program-specific setup including assessments, evaluations and program-specific communities.
- Responsible for all aspects of Entrada PGME administration for the Department.

- Ensures all documentation required for Residents and Fellows is provided to PGME in a professional and timely manner.
- Manages the documentation of performance assessments of residents in difficulty, ensuring PGME and University timeliness are adhered to and documentation submitted accordingly.
- Supervises and assists residents with administrative duties, including preparation and distribution of the hospital call schedules.

- Submits schedules to PMAO for call, administrative stipends etc.

- Coordinate faculty and schedule resident academic half days and journal club activities, including room booking, AV coordination, etc.
- Independently prepares correspondence, reports, and schedules on behalf of the Postgraduate Program Director and Competence Committee Chair.
- Coordinates meeting schedules, records minutes and manages action items for distribution and completion of the residency program committee (RPC)
- Coordinates meeting schedules, prepares resident CBD report cards for review, records minutes and distributes reports for the program Competence Committee (CC)
- Coordinates semi-annual meetings and attends meetings with the Program Director and Resident, preparing reports and tracking action items.
- Coordination,



scheduling and assignment of topics/instructors for academic day schedule for resident academic day.
- Coordination and proctoring of annual resident exams (if applicable).
- Responsible for managing all aspects of the CaRMS process in conjunction with the Department CaRMS Chair including:

- Recruitment of interview panel members.
- Applicant file preparation.
- Coordinating and scheduling CaRMS interviews in conjunction with Department CaRMS Chair

- Prepares the Program for both internal and external accreditation in coordination with the Program Director and Education Manager

- Coordinates all aspects of the residency accreditation process including internal and external accreditation site visits.

- Develops and maintains program specific orientation manuals for both home and off service residents, elective residents and fellows.
- Ensure Program Goals & Objectives are current and reviewed annually at RPC.
- Assists and manages development of program-specific policies.
- Independently plans and/or assists with planning of events pertaining to the residency/fellow training program including research, wellness, orientation, graduation etc.
- Manages resident and faculty awards within the Department (if applicable).
- Monitors and maintains program-specific information on the Department webpage

UGME PROGRAM ADMINISTRATION:

- Acts as a central point of reference for all Undergraduate departmental and learner issues.
- Coordinates, manages and maintains the Undergraduate OHNS training program including:
- Student electives
- Sets up system access and required training
- Rotations and assessments

- - Student selective
- Sets up system access and required training
- Rotations and assessments

- - Med II lecture series (if applicable)
- Clinic skills
- Recruitment of preceptors
- Booking CLSF or similar space
- Procurement of cadavers as required

- - Early exposure program
- Observerships
- Transition to Residency students

- Maintains program-specific setup including assessments, evaluations and program-specific communities

OTHER DUTIES:

- Office Management – ensuring office supplies are available, keeping a clean workspace.
- Coverage for other staff during peak periods and absences.
- Administrative calendar management.
- 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.

📌 Administrative Coordinator(AESES) (Winnipeg)
🏢 University of Manitoba
📍 Winnipeg