Regular/Temporary

Regular

Job Title

Manager, Education Operations

Job ID

72385

Location

David Braley Health Sci Centre

Open Date

10/14/2025

Job Type

Continuing

Close Date

10/21/2025

Employee Group

TMG

Favorite Job

Department

Family Med

Salary Grade/Band

Band I

Salary Range

$64179.00 - $89462.00 (annual)

Hours per Week

35

Posting Details

Schedule

Monday to Friday, 8:30am-4:30pm, 35 hours per week

Education Level

Bachelor's degree in relevant field of study.

Career Level

Experienced (Manager) - Requires 5+ years of managerial experience, including supervisory experience.

Knowledge/Skills

Knowledge of clinical academic departments. Superior communication, problem‐solving skills and thorough knowledge of the undergraduate and postgraduate programs, policies, and procedures. Ability to effectively manage people.

Job Description

Job Title: Manager, Education (Program Operations)

Reports To (Title): Managing Director, Education Enterprise

Department Description:

The Department of Family Medicine has over 240 staff and 1,500 faculty distributed throughout nine teaching sites and surrounding communities, teaching 200 residents and over 650 other health professional learners annually, and serving over 1,000,000 patients within southern/south Central Ontario. It is a recognized leader in family medicine teaching, research, and practice nationally and internationally.

Our Mission:

Together we serve, teach, discover: Primary care for better health and a brighter world.

Our Values:

Honouring

We are committed to honouring and respecting ourselves and others.

Creative

We practice creative and courageous inquiry and action.

Generous

We engage one another with generous interdependence.

Job Summary:

Reporting to the Managing Director, Education Enterprise, the Postgraduate (PG) Program Manager, Education Operations provides leadership and oversight of human resources and operational functions within the education portfolio of the Department of Family Medicine. This role holds full accountability for managing educational staff, offering subject matter expertise and guidance on both cyclical processes and ad hoc initiatives. The incumbent ensures a high-quality work environment aligned with university policies and procedures.

As a key member of the Department’s leadership team, the PG Program Manager collaborates to advance departmental goals, objectives, and strategic priorities. The role also involves designing and optimizing processes to support operations, with responsibility for overseeing the effective and efficient coordination of the department’s education programs, including Postgraduate and Enhanced Skills Programs.

Accountabilities:

The incumbent will be responsible for the effective and efficient operational management of the Postgraduate and Enhanced Skills Programs. This role requires the ability to navigate a dynamic, fast- paced environment with shifting priorities, competing demands, and tight deadlines. The incumbent is expected to proactively seek out and implement innovative approaches to streamline processes, enhance program efficiency, and contribute to the overall improvement of departmental operations.

Strategic Leadership:

• The Manager works closely with Human Resources to address a wide range of organizational and employee matters. Leads the implementation of department strategy by developing goals, objectives, plans, and support systems.
• Participates in development and implementation of progressive policies and procedures within the education program in response to its strategic direction.
• Chair bi-weekly education team meetings. Participate as a member on a variety of other education committees, working groups and retreats.
• Fosters and continues to build on established partnership with community organizations and individuals to further the Department’s strategic goals and to explore potential opportunities for knowledge translation
• Responsible for collaborating with faculty members for continual development of educational training.
• Recommends and implements initiatives for staff and faculty retention, recognition, and engagement.
• Participates in the implementation of the Depatment’s EDI, Anti-racism and Truth and Reconciliation strategies, ensuring adoption of practices and procedures among staff.
• Requires analytical, creative thinking and planning. This role requires strategic thinking to maintain and enhance central and distributed faculty and teams, and to expand outreach and community engagement while helping to build and maintain a roster of educational community offerings.

Program Recruitment and Admissions:

• Oversee the logistics for the Canadian Residency Matching System (CaRMS) with the objective to match all available learner spots (125 per year) to ensure the viability of the family medicine and enhanced skills programs.
• Stays current regarding the changing landscape of recruitment strategies for Canadian Medical Graduates and International Medical Graduates, at a postgraduate and provincial level, ensuring the programs are adhering to these requirements, while maintaining strategies for a positive recruitment outcome.
• Provides recommendations based on industry and needs towards admissions strategy and goals.
• Executes event or process changes.
• Makes recommendations and implements marketing strategies and materials in collaboration with relevant educational leaders and learners, and with DFM Communications Team, to attract learners to the University, Family Medicine and Enhanced Skills Programs.
• Oversees orientation and onboarding of new residents’ program wide.

Communication:

• Builds and maintains strong relationships including but not limited to those with Mac‐ CARE, ROMP, Site Directors, Education Leaders, Postgraduate and Undergraduate Medical Education Offices, and all staff supporting the education programs.
• Liaises with faculty regarding evaluations, rotations, stipends, and educational credits.
• Maintains SOPs and workbooks based on current and best practices.
• Implements the social media strategy developed by the Managing Director, ensuring it is effectively integrated into processes to support the representation of all Programs and Sites of DFM through promotional materials, social media platforms, websites, and communication/public relations initiatives, while maintaining appropriate, timely, professional, and informed communications with stakeholders.

Special Projects:

• Provide input on and handle special project implementation or operationalization as assigned/required Recommends new and revised policies, standard operating procedures and business practices to address current and anticipated issues to improve efficiency of the program. Aid in the development of the materials.

Finances:

• Oversees $3M stipend payments program by approving and reconciling all sources of funding ensuring that all financial payments and/or considerations are paid using MOH, Mac‐CARE and ROMP funds adhering to all University policies.
• Assists with the creation and monitoring of the annual budgets.
• Adheres to efficient department payment processes.
• Liaises with Finance regarding faculty contracts and payment queries.
• Prepares monthly and annual financial allocation and accrual reports in consultation with Finance to ensure appropriate chart fields are assigned in overall budget documentation and to support Education and AFP financial actuals and planning.
• Prepares Academic Contribution reports that inform AFP budget and Family Medicine division allotments.

Human Resources:

• Directly supervises 10-20 per individual staff across 12 sites, maintaining current knowledge of, and ensuring compliance with, Human Resource policies and procedures and the UNIFOR Collective Agreement provisions.
• Recommends, develops and implements recruitment, retention and succession planning strategies for administrative staff and faculty leadership.
• Develops and oversees onboarding and offboarding processes for staff and faculty leadership.
• Develops resources and tools to support onboarding and ongoing staff learning and development.
• Oversees attendance/vacation tracking for continuing staff, monitoring employment end dates and employment contracts for extension or termination.
• Evaluates needs and recommends reallocation of resources, training and ensures internal equity for remunerations.
• Responsible for performance management, establishes quantity and ensures quality of work, discusses work performance, addresses work related employee concerns and leads planning and coaching follow up on any required disciplinary action in consultation with HR.
• Responsible for ensuring staff coverage at peak times and during staff transitions.
• Liaises with facilities management team at the designated site (hospital and/or university) on intersecting opportunities and areas for development and to assist with space allocations, program and staff resources in support of the residency teaching sites.Receives and responds to time critical issues.
• Ensures professional development and skill development sessions are imbedded in staff coaching and planned meetings, including EDI.

Systems and Process Coordination:

• Oversees data collection and information capturing processes related to academic contributions across multiple sites, campuses, divisions. Conduct data audits, compile results, analyze and summarize findings.
• Provides administrative input regarding undergraduate and postgraduate rotation scheduling processes by examining, reviewing, and assessing immediate and long‐term needs.
• Aligns and ensures integration of the Department’s education processes with the overall university processes.
• Manages multiple access templates for the inventory management system (MedSIS, FHS DB, Medportal) ensuring employees have access and training in accordance with their job function
• Gathers and compiles information required for a variety of documents and reports, including but not limited to, program accreditation PGME /UGME policies and processes.
• Plan and coordinate arrangements for annual events and meetings.
• Oversee faculty education credits and tracking, education summaries
• Participate in the development and implementation of projects, work methods and procedures. Recommends procedural changes to improve efficiency

Knowledge/Skills:

• Experience managing complex sets of data and various data systems, including experience reporting of data in Excel and power point presentations. Experience with MedSIS, MedPortal, Mosaic, MacFacts.

• Demonstrated experience working both independently and as part of a team with various stakeholders coupled with demonstrated superior communication and interpersonal skills.

• Working knowledge and understanding of UGME and PGME and understanding of rotation schedules and CaRMS.

• Highly competent with MS Office suite of applications, and experience managing databases.

• Proven record of problem‐solving skills, strong interpersonal, leadership, motivation, and presentation skills.

• Must demonstrate a high degree of commitment to the job, be highly motivated and be well organized to deal with a high volume of work.

• Ability to effectively manage resources combined with a thorough knowledge of university policies and procedures.

• Proven ability to effectively manage an office with multiple functions and facilities.

• High level of discretion and confidentiality is required.

• Ability to demonstrate each of McMaster University’s six leadership qualities.

How To Apply

To apply for this job, please submit your application online.

Employment Equity Statement

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.

The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.

As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.

Job applicants requiring accommodation to participate in the hiring process should contact:

• Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or
• Faculty of Health Sciences HR Office at ext. 22207, or
• School of Graduate Studies at ext. 23679

to communicate accommodation needs.

Hybrid Work Language

To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.