Department of Surgery

Rady Faculty of Health Sciences

Position number: 32335

Date posted: October 30, 2026

Job details

Program Administrator - OA5 (AESES)

Existing Project Full-Time (Budget Funded)

Full-time:

Yes

Permanent:

No

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)

Appointment Dates

November 30, 2026 to November 29, 2027

Trial/Probation period:

840 hours worked

For more information please contact: Cory Marquart - [email protected]

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING REQUIRED:

- Completion of a formal training program in a related discipline from a recognized institute plus four years of directly-related experience.

EXPERIENCE:

- Two to five years of experience working in administration of a University clinical Department position preferred.
- Multi-site clinical scheduling experience an asset. Knowledge of University and/or WRHA policy and procedure an asset.
- An equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

- Excellent oral and written communication skills with professional staff is a key component of this position is required.
- Must be able to demonstrate intermediate proficiency in using Microsoft Office applications including Word, Outlook, PowerPoint, Excel and Access programs is required.
- Excellent interpersonal and multi-tasking is required.
- Diplomatic and proactive individual with ability to problem-solve; complete tasks with accuracy; and capable of working with a high level of autonomy and minimal supervision is required.
- Must be able to work in a team environment is required.
- Ability to set priorities within the scope of responsibility and ensure deadlines are met and projects/tasks completed in a timely fashion is required.
- Good judgement and discretion in dealing with confidential matters. Proven ability in committee responsibility including minute taking is required.
- A satisfactory work record, including satisfactory attendance and punctuality, is required.

Key responsibilities

Responsibilities:

Resident / Fellow Administration:

- Acts as a central point of reference for general academic inquiries pertaining to postgraduate medical education related to the Program and Fellowships.
- Maintains and organizes CaRMS including preparing CV’s, scheduling interviews etc.
- Reviews and assesses eligibility of all fellowship applications; schedules interviews for sponsored trainees and/or fellows in coordination with the respective Fellowship Program Directors.




- Provides administrative support to the Residency Program Director and the Fellowship Program Directors.
- Responsible for completion of appointment, reappointment and termination of residents and fellows.
- Coordinates and monitors all, evaluations, assessments, vacation, conference and other leave requests for postgraduate trainees and fellows (if applicable).
- Prepares, manages and distributes academic teaching schedule, annual rotation schedule, section rounds, journal club for program residents including off-service residents, elective residents, medical students and physician assistants, fellows where applicable.
- Prepares all immigration and appointment requirements for successful fellowship applicants and provides PGME with letter of intents, contracts and required documentation.
- Assists successful fellowship applicants upon arrival to the Department with accommodations, medical licensing requirements, Manitoba Health requirements, Shared Health privileges, Government of Canada and criminal record checks, etc.
- Coordinates meeting schedules, records minutes and manages action items for distribution.
- Prepares the program for both internal and external accreditation in coordination with the Program Director and Education Manager.
- Manages and executes annual Resident Research Day (if applicable).
- Prepares and executes OSCE examinations (if applicable) and in-house examinations.
- Ensures that Program Goals and Objectives are up-to-date and reviewed annually.
- Assists with documentation of performance assessments of residents in difficulty, ensuring that University timelines are adhered to and documentation is submitted accordingly.
- Coordinates Faculty assessments in collaboration with the Manager, Surgical Education.
- Reviews and approves all medical student electives as submitted from the surgery undergraduate office.
- Maintain program specific setup in electronic management system including assessments, evaluations and program specific communities.
- Complete travel requisitions and invoice submissions related to expenses and reimbursements within Program.
- Assists the Program Director in the development and implementation of teaching curriculum.
- Other duties as assigned.

Education Administration:

- Knowledge of PGME and University systems including Entrada, Concur, Epic, Fast, Banner.




- Assist with the Current Resident Orientation including presentation preparation, scheduling, leading the PowerPoint presentation. Oversee the operation and maintenance of the physical space including GG8, lockers, mailboxes, IT and telecom.
- Assists with the administration of the Visiting Professor (grand Rounds) program and maintains evaluations in Entrada.
- Onboards all incoming residents with PXYIS scrub access, lockers, remote access, dragon, ARIA, ID badge and any additional system access required.
- Arranges security access, PXYIS scrub access, EPR access, lcokers and specific classroom training for all medical students, off-service residents and out of province electives at both Health Sciences Centre and St. Boniface Hospital.
- Manage conference space calendars.
- Provides support with the maintenance of Resident data in Entrada.
- Assists with the preparation of support material for internal and external accreditations.
- Assists with local surgical bootcamps, simulation training and skills labs including ATLS.
- Assists with the preparation, managing and distribution of academic teaching schedules, simulation session schedules (if applicable) and anatomy session schedules (if applicable).
- Other duties as assigned.

Awards Administration:

- Prepares award selection forms and verifies student’s eligibility to receive a scholarship, prize, or bursary before an award is issued.
- Communicates with PGME office on annual awardees.
- Tracks awards and funding to ensure residents receive award.
- 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.

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🏢 University of Manitoba
📍 Winnipeg