Job Description

Do you want to work for a world-renowned research institute that pushes the boundaries of biomedical science and health research? Right here in Montreal At the Research Institute of the McGill University Health Centre (RI-MUHC), you can be part of an organization focused on scientific discovery and innovation in patient-centered medicine. Join us today and make a difference

RESEARCH INSTITUTE OF THE MUHC

The Research Institute of the McGill University Health Centre (RI-MUHC) is a world-renowned biomedical and hospital research centre. Located in Montreal, Quebec, the Institute is the research arm of the McGill University Health Centre (MUHC) affiliated with the Faculty of Medicine at McGill University. The RI-MUHC is supported in part by the Fonds de recherche du Québec - Santé (FRQS).

Position Summary

Department / Research Program: Department of Pediatric Surgery, Montreal Children's Hospital (MUHC)

Reporting to the Chair of the Department of Pediatric Surgery, the Fellowship and Bursary Administrative Assistant provides administrative support to the department’s fellowship and observership programs, including the PartnerOne Global Surgery (POGS) program and other bursary-funded streams. The incumbent manages the full trainee life cycle: selection and funding preparation, payroll and HR onboarding, status tracking, and budget and tuition reconciliation. The role also includes organizing academic rounds and workshops and providing general administrative support to the Chair. The incumbent is the main point of contact between the program, McGill Postgraduate Medical Education (PGME), MUHC Finance and Human Resources, the RI-MUHC, the Montreal Children's Hospital Foundation, the McGill Student Accounts Office, and trainees.

General Duties





- Updates departmental funding timelines with the Associate Chair of Education in line with McGill Postgraduate Medical Education (PGME) guidelines, updates, circulates for review and posts to the department website the bursary application forms and the guide for non-MCH-funded trainees,
- Coordinates the twice-yearly selection of trainees: schedules Bursary Committee meetings and the Clinical Bursary draw, checks applications for completeness against approved eligibility criteria, prepares candidate files for committee review, updates the scoring sheet, prepares agendas and records minutes,
- Drafts letters advising Program Directors of competition results, confirms Pediatric Trainee Contribution Fund (PTCF) positions with divisions, and submits funding confirmation letters to PGME by the required deadlines,
- Prepares bursary award letters for the Chair’s approval, sends them to incoming trainees, and files signed letters in each trainee’s folder,
- Prepares finance authorisations to the MUHC special fund and compiles the HR document packages needed to create trainee payroll profiles,
- Serves as the administrative point of contact for applicants, selected participants, host divisions and partner institutions throughout the training experience,




- Maintains an onboarding checklist for each participant and follows up with the appropriate offices on appointment status, immigration documents, credentialing, insurance and institutional access, as applicable,
- Coordinates practical arrival information, including accommodation resources, orientation schedules, identification cards and access to hospital and university services,
- Works with host supervisors to document training objectives, schedules, designated contacts and evaluation requirements,
- Coordinates completion documents, certificates and departure procedures, and keeps in contact with participants after their return home,
- Maintains the roster of residents and fellows, the trainee funding overview and the appointment tracking document, and processes leaves of absence, extensions, terminations and other status changes,
- Prepares the draft annual bursary budget, including the version submitted to the Montreal Children's Hospital Foundation (MCHF), and updates it with confirmed trainees each January,
- Monitors budget spending, reconciles invoices from Finance, prepares requests for additional trainee funding, and sends reimbursement invoices to funding bodies and McGill,
- Sends the yearly trainee list to the McGill Student Accounts Office, reviews tuition invoices by funding source, keeps tuition payment records in RI-MUHC and McGill accounts, and confirms that all invoices are settled before fiscal year-end (March 31),
- Organises twice-yearly education rounds and workshops: invites speakers, books rooms, posts the schedule, sends calendar invitations, arranges catering, tracks attendance, and processes honouraria and travel reimbursements,
- Manages the agenda and appointments related to the programmes, schedules meetings

📌 Fellowship and Bursary Administrative Assistant (Montreal)
🏢 RI-MUHC | Research Institute of the MUHC | #rimuhc
📍 Montreal