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Job Post Details

Program Administrator - OA5 (AESES)
University of Manitoba
·
4.2
Winnipeg, MB
$26.62–$36.41 an hour
Temporary, Full-time
Apply on company site

Job details

$26.62–$36.41 an hour
Temporary, Full-time
Weekends as needed, Evenings as needed, Rotating shift, Monday to Friday
Winnipeg, MB

Full job description

Department of Obstetrics, Gyn. & Reproductive Sciences
Rady Faculty of Health Sciences

Position number: 35825
Date posted: October 7, 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, 8:30 am to 4:30 pm)

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

Appointment Dates
November 9, 2026 to June 22, 2028

Trial/Probation period:
840 hours worked

For more information please contact: Bre-anne Zimmermann - Bre-anne.Zimmermann@umanitoba.ca

Qualifications

MINIMAL FORMAL EDUCATION REQUIRED:

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

EXPERIENCE:

  • Experience working in an accredited postgraduate residency training program and experience with UofM policies and procedures preferred.
  • Knowledge of the health system and previous experience in health system preferred.
  • General administrative courses and basic accounting knowledge would be preferred.
Extensive experience preferred in:
  • Scheduling large numbers of students or staff and rotational schedules across multiple program and functional areas with close attention to detail.
  • Working independently with a strong initiative to complete and follow up on tasks.
  • Scheduling large volumes of meetings, other events or interviews at once.
  • An acceptable equivalent combination of education and experience may be considered.
SKILLS AND ABILITIES:
  • Must be able to interact with people from diverse backgrounds in a calm, courteous, and effective manner is required.
  • Must be able to exercise tact and discretion, and tactfully navigate situations of conflict is required.
  • Must have excellent problem-solving skills and take initiative in this regard is required.
  • Strong organizational, analytical, and interpersonal skills are required,
  • Must be able to work effectively with support staff at all levels within the College of Medicine, with professional medical staff and students at undergraduate and postgraduate levels is required.
  • Must be thorough, accurate, and have a high level of attention to detail is required.
  • Must be able to triage and manage multiple competing demands in a timely manner is required.
  • Strong verbal and written communication skills are required.
  • An ability to exercise sound judgment is required.
  • Must be able to provide quality communication to professional staff in a courteous, patient manner is required.
  • Must be able to analyze problems, identify key information and issues, and effectively resolve them is required.
  • Must be able to work effectively independently as well as part of a team environment is required.
  • Must be able to work under pressure and higher level of organization is required.
  • Must be able to work a flexible schedule including early morning meetings, evening and weekend events as required.
  • Intermediate knowledge of computer software applications including the Microsoft Office Suite, Microsoft Teams and Zoom is required.
  • Ability to manage highly confidential information is required.
  • A satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS:

  • Intermediate knowledge of Entrada is preferred.
  • Intermediate knowledge of CaRMS is preferred.

Key responsibilities

Program Coordination:
  • Acts as a central point of reference for general academic inquiries pertaining to postgraduate medical education related to the Department/Program.
  • Provides assistance to MFM and minimally invasive gynecology surgery fellowships.
  • Liaison for Academic Education with governing bodies and affiliated organizations, lead contact for communication.
  • Assists in all matters related to the appointment, reappointment, and termination of new trainees.
  • Uploads and maintains the resident call schedule and submits the necessary forms to PARIM for payroll.
  • Responsible for managing all aspects of the recruitment and orientation of Postgraduate Education Programs, including the Canadian Residency Matching Service (CaRMS), Visa applicants, Fellowships and AFCs. Collates information from interviews, and prepares rank list, and submits rank list(s).
  • Maintains residency program description on CaRMS website & University website(s).
  • Responsible for the creation, updating and conflict resolution, of the entire master rotation schedule and managing the scheduling assignments of Medical Residents to major affiliated teaching sites.
  • Liaises and negotiates independently with faculty, UofM clinical departments, hospital personnel, and residents regarding policies, rotations, and schedules.
  • Independently manages and resolves any unusual scheduling issues as warranted. Responsible for managing the assignment and coordination of resident rotations from other clinical departments (both internal to UofM and external to UofM).
  • Responsible for the creation, updating and conflict resolution of daily clinical schedules for residents for various rotations and may work in collaboration with UGME for scheduling all learners.
  • Responsible for ensuring online training schedules are up-to-date and posted accordingly using ENTRADA PGME Software, including inputting rotation allocations.
  • Prepares materials for & sets up meetings for resident evaluations, Royal College forms, and others as needed, for the Program Director to complete.
  • Independent organization and coordination of events related to academic activities (Academic Day Lectures, OSCE exams, lab sessions, Journal Club and Annual Research Day).
  • Coordinates scheduling and assignment of topics/instructors for academic half day schedules, section rounds, regularly scheduled series programs, including obtaining initial and ongoing approval for RCPSC Maintenance of certification, preparing rounds notices, attendance management and annual reporting & assessment, (using ENTRADA). Responsible for planning and delivery of curriculum events as required.
  • Ensures that evaluations are completed on a timely basis and that any problems are brought to the appropriate program directors.
  • Coordinates and disseminates assessments for postgraduate education programs within the Department/Program.
  • Organizes the trainee assessment meetings with the Program Director, Academic Advisor and any additional meetings.
  • Assists with the design of specialty specific assessments.
  • Collates assessment information, certifications and any additional feedback for resident/fellow dossiers.
  • Organizes specialty specific examinations.
  • Organizes OSCE examinations & report cards.
  • May provide first point of contact for a resident in minor or major distress or difficulty.
  • Assists with documentation of performance assessments of residents in difficulty.
  • Assists with documentation regarding implementation of modified learning plans, remediation and probation.
  • Coordinates and disseminates (once PD approved) Faculty assessments by residents and Entrada (EPA completion) report cards.
  • Facilitates visits and assists with producing documentation for the Royal College of Physicians and Surgeons of Canada or College of Family Physicians of Canada Accreditation Visits.
  • Maintains the online curriculum management system.
  • Assists with planning and development of Policies and Procedures relating to the educational program and ensures compliance with all external agencies.
  • Assists with organization and completion of Postgraduate Reviews.
  • Demonstrates planning skills in the day-to-day operational activities of training programs with the Department/Programs.
  • Produces reports and statistics.
  • Assists with the Department Finance for Academic Education (Postgraduate).
  • A program administrator will encounter opportunities for personal growth and learning via membership and contribution.
  • Leads and or attends academic administrative team meetings and reviews the status, maintenance and time frames of ongoing Department/Program educational projects and activities.
  • Manages, implements, and develops educational projects and programs.
  • Develops and maintains Trainee Orientation Manual and Off-Service Trainee Orientation Booklet.
  • Represents the program nationally and/or internationally, for example may: attend meetings, workshops or sit as a committee member or mentor other PA's.
  • Coordinates, organizes, compiles, and distributes information for all Postgraduate trainees.
  • Delivers the orientation and invigilation of educational exams, both oral, written, and web-based.
  • Responsible for the organization of regularly scheduled Residency/Fellowship Training Committee (RTC) meetings including agendas, communication with committee, taking and transcribing minutes, following up on action items with the Program Director, and provides input into related areas as needed.
  • Responsible for organization of regularly scheduled CBD Competence Committee meetings and administration of regularly scheduled department meetings.
  • Maintains close liaison with the PGME office.
  • Responsible for ensuring that any applicable policies are followed.
  • Performs other related duties as required or assigned.
General Administrative Support:
  • Organizes, maintains documentation and verifies all vacation, conference, and other leave requests.
  • Ensures availability and operational condition of all computer equipment and audiovisual/videoconferencing equipment for medical education.
  • Provides office/conference/call room key and/or password assignment to all trainees.
  • Liaises with other programs/sites/departments for web conferencing and video conferencing of academic activities.
  • 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 UM.Accommodation@umanitoba.ca or 204-474-7195. 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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