Program Administrator, PGME Residency Training Program, Postgraduate Medical Education
Top Benefits
About the role
Description
The Office of Postgraduate Medical Education in the Cumming School of Medicine invites applications for a Program Administrator, PGME Residency Training Program. This Full-time Fixed Term position is for approximately 1 year (based on length of grant funding), with the possibility of extension.
Reporting to the Senior Manager, PGME Business Operations, Cumming School of Medicine and working closely with AHS staff members within Alberta Health Services Departments, this position administratively coordinates a five year residency program while assisting residents rotating through other programs locally, provincially, and nationally.
The primary purpose of the position is to provide independent, executive administrative support to the PGME Residency Training Program at the Cumming School of Medicine, University of Calgary. As the primary contact of the Program, the incumbent is also the key resource for all faculty members and Program Administrators in the specified Program. This position also acts as Program Coordinator for the Canadian Resident Matching Service, which has a peak activity time of November to March, yearly.
Summary of Key Responsibilities (job functions include but are not limited to):
Program Coordinator Responsibilities:
- Academic
- Develops a timeline of tasks/rotations to support the annual residency cycle and coordinates with other PAs regarding the scheduling of off-service rotations and residents
- Organizes logistical aspects of academic teaching including room-bookings, securing, and setting up equipment, seminar scheduling, room booking, securing, and setting up equipment, document residents' attendance, and administer presenter assessments
- Assists residents in planning and scheduling retreats
- Distributes assessment forms, tracks attendance for educational activities such as Academic Half Day and journal clubs
- Coordinates orientation for incoming residents including creating and maintaining orientation manuals
- Assists in the preparation and updating of the residency handbook
- Coordinates and distributes resident teaching activities
- Works with PGME to plan and schedule in-coming elective residents
- Schedules and coordinates resident examinations including mock written and OSCE examinations, STACERS
- Supports the program to conduct trainee evaluation process via one45, eportfolio, FMeCAP
- Tracks resident assessments, remediations, probations
- Organizes formal progress review meetings for the PD with each resident
- Works with RCI/Rural Initiatives to schedule rotations within rural Alberta if needed
- Competency Based Medical Education
- Coordinates, attends, and records minutes (if needed) during Competency Committee meetings
- Attends implementation and pre-launch CBD meetings
- Tracks, updates, and generates reports on trainee progress
- Collaborates closely with Academic Advisors, CC Chairs, CBD Coordinators, and other faculty
- Schedules and organizes CBD sessions with the CBD Lead
- Residency Program Committee
- Schedules RTC meetings and circulates agendas
- Records, edits, and distributes meeting minutes
- Compiles confidential data to produce reports, (general and statistical) tables and records to support the work of the RTC
- Organizes additional meetings as required
- Supports other faculty and staff as required
- Accreditation
- Works with the Program Director to ensure the program satisfies the accreditation requirements of RCPS and CFPC
- Serves as primary contact for the logistical aspects of the program accreditation processes including document preparation, scheduling, meeting space and catering
- Assists in the preparation of Internal Review Questionnaire (IRQ) for any internal reviews
- Collects and uploads data to the CanAMS platform and works with the Program Director to ensure all required documentation is available in advance of an external review
- Meets with the survey team at the time of an external review
General Program Director Support:
- Scheduling
- Assists the program Director with scheduling and calendar commitments
- Coordinates residents - call and rotation schedules in consultation with the Program Director, rotation leads and/or chief residents. This also includes uploading the resident schedules in One
- Processes and coordinates all leave requests including vacation and leaves-of-absence and forwards the information to PGME and the MEO. This also includes updating vacation in One
- Distributes updated rotation schedules to PGME
- Resident Recruitment
- Serves as a primary contact for the Canadian Residency Matching Service (CaRMS) and updates the annual CaRMS program description in conjunction with PGME
- Collaborates with PGME to ensure annual updates to the program description on the CaRMS website
- Coordinates logistics of either in-person or virtual interview days and other recruitment activities
- Coordinates applicant interviews from across the country (and internationally) for residency interviews
- Budget/Finance
- Assists with program finances in collaboration with PGME Business Operations
- Monitors and tracks program/project expenditures
- Assists in the development of yearly program budgets
- Maintains records for compliance with AHS and University of Calgary guidelines
- Supports the Program Director to develop financial reports and summaries
- Prepares and submits resident call stipend requests
- Collaborates with PGME to coordinate program finances, complete template-based hires for non-ministry funded residents
- PA Professional Development
- Regularly Attends PGME PA Update sessions
- Attends the annual International Conference for Residency Education (funded by PGME)
- Attends annual PGME retreat for PA and PD
- Liaises with the PA representative to PGME Committee
Qualifications / Requirements:
- Completion of at least a level of education equal to a business administration certificate or diploma
- 2-5 years of relevant related experience
- Previous work experience in an Executive Assistant role would be beneficial. Advanced interpersonal, organizational, and time management skills with the ability to set priorities and meet constant, shifting deadlines
- Ability to work independently, exercising initiative and good judgment
- Proven ability to work as part of a team and be flexible to meet the multiple demands of the role
- Advanced computers skills, specifically with Microsoft Office Suite, and experience using the Internet, on-line calendar, and email systems. Experience with University Business systems, specifically PeopleSoft would be an asset
- Strong knowledge of medical terminology and procedures would be considered an asset
- Understanding of the University environment would be an asset
Application Deadline: August 14, 2025
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 3.
For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
About University of Calgary
The University of Calgary is a leading Canadian university located in the nation's most enterprising city. The university has a clear strategic direction to become one of Canada's top five research universities, where research and innovative teaching go hand in hand, and where we fully engage the communities we both serve and lead. This strategy is called Eyes High, inspired by the university's Gaelic motto, which translates as 'I will lift up my eyes.’
Program Administrator, PGME Residency Training Program, Postgraduate Medical Education
Top Benefits
About the role
Description
The Office of Postgraduate Medical Education in the Cumming School of Medicine invites applications for a Program Administrator, PGME Residency Training Program. This Full-time Fixed Term position is for approximately 1 year (based on length of grant funding), with the possibility of extension.
Reporting to the Senior Manager, PGME Business Operations, Cumming School of Medicine and working closely with AHS staff members within Alberta Health Services Departments, this position administratively coordinates a five year residency program while assisting residents rotating through other programs locally, provincially, and nationally.
The primary purpose of the position is to provide independent, executive administrative support to the PGME Residency Training Program at the Cumming School of Medicine, University of Calgary. As the primary contact of the Program, the incumbent is also the key resource for all faculty members and Program Administrators in the specified Program. This position also acts as Program Coordinator for the Canadian Resident Matching Service, which has a peak activity time of November to March, yearly.
Summary of Key Responsibilities (job functions include but are not limited to):
Program Coordinator Responsibilities:
- Academic
- Develops a timeline of tasks/rotations to support the annual residency cycle and coordinates with other PAs regarding the scheduling of off-service rotations and residents
- Organizes logistical aspects of academic teaching including room-bookings, securing, and setting up equipment, seminar scheduling, room booking, securing, and setting up equipment, document residents' attendance, and administer presenter assessments
- Assists residents in planning and scheduling retreats
- Distributes assessment forms, tracks attendance for educational activities such as Academic Half Day and journal clubs
- Coordinates orientation for incoming residents including creating and maintaining orientation manuals
- Assists in the preparation and updating of the residency handbook
- Coordinates and distributes resident teaching activities
- Works with PGME to plan and schedule in-coming elective residents
- Schedules and coordinates resident examinations including mock written and OSCE examinations, STACERS
- Supports the program to conduct trainee evaluation process via one45, eportfolio, FMeCAP
- Tracks resident assessments, remediations, probations
- Organizes formal progress review meetings for the PD with each resident
- Works with RCI/Rural Initiatives to schedule rotations within rural Alberta if needed
- Competency Based Medical Education
- Coordinates, attends, and records minutes (if needed) during Competency Committee meetings
- Attends implementation and pre-launch CBD meetings
- Tracks, updates, and generates reports on trainee progress
- Collaborates closely with Academic Advisors, CC Chairs, CBD Coordinators, and other faculty
- Schedules and organizes CBD sessions with the CBD Lead
- Residency Program Committee
- Schedules RTC meetings and circulates agendas
- Records, edits, and distributes meeting minutes
- Compiles confidential data to produce reports, (general and statistical) tables and records to support the work of the RTC
- Organizes additional meetings as required
- Supports other faculty and staff as required
- Accreditation
- Works with the Program Director to ensure the program satisfies the accreditation requirements of RCPS and CFPC
- Serves as primary contact for the logistical aspects of the program accreditation processes including document preparation, scheduling, meeting space and catering
- Assists in the preparation of Internal Review Questionnaire (IRQ) for any internal reviews
- Collects and uploads data to the CanAMS platform and works with the Program Director to ensure all required documentation is available in advance of an external review
- Meets with the survey team at the time of an external review
General Program Director Support:
- Scheduling
- Assists the program Director with scheduling and calendar commitments
- Coordinates residents - call and rotation schedules in consultation with the Program Director, rotation leads and/or chief residents. This also includes uploading the resident schedules in One
- Processes and coordinates all leave requests including vacation and leaves-of-absence and forwards the information to PGME and the MEO. This also includes updating vacation in One
- Distributes updated rotation schedules to PGME
- Resident Recruitment
- Serves as a primary contact for the Canadian Residency Matching Service (CaRMS) and updates the annual CaRMS program description in conjunction with PGME
- Collaborates with PGME to ensure annual updates to the program description on the CaRMS website
- Coordinates logistics of either in-person or virtual interview days and other recruitment activities
- Coordinates applicant interviews from across the country (and internationally) for residency interviews
- Budget/Finance
- Assists with program finances in collaboration with PGME Business Operations
- Monitors and tracks program/project expenditures
- Assists in the development of yearly program budgets
- Maintains records for compliance with AHS and University of Calgary guidelines
- Supports the Program Director to develop financial reports and summaries
- Prepares and submits resident call stipend requests
- Collaborates with PGME to coordinate program finances, complete template-based hires for non-ministry funded residents
- PA Professional Development
- Regularly Attends PGME PA Update sessions
- Attends the annual International Conference for Residency Education (funded by PGME)
- Attends annual PGME retreat for PA and PD
- Liaises with the PA representative to PGME Committee
Qualifications / Requirements:
- Completion of at least a level of education equal to a business administration certificate or diploma
- 2-5 years of relevant related experience
- Previous work experience in an Executive Assistant role would be beneficial. Advanced interpersonal, organizational, and time management skills with the ability to set priorities and meet constant, shifting deadlines
- Ability to work independently, exercising initiative and good judgment
- Proven ability to work as part of a team and be flexible to meet the multiple demands of the role
- Advanced computers skills, specifically with Microsoft Office Suite, and experience using the Internet, on-line calendar, and email systems. Experience with University Business systems, specifically PeopleSoft would be an asset
- Strong knowledge of medical terminology and procedures would be considered an asset
- Understanding of the University environment would be an asset
Application Deadline: August 14, 2025
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 3.
For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
About University of Calgary
The University of Calgary is a leading Canadian university located in the nation's most enterprising city. The university has a clear strategic direction to become one of Canada's top five research universities, where research and innovative teaching go hand in hand, and where we fully engage the communities we both serve and lead. This strategy is called Eyes High, inspired by the university's Gaelic motto, which translates as 'I will lift up my eyes.’