I.M.G. Program, Max Rady College of Medicine

Rady Faculty of Health Sciences

Position number: 37753

Date posted: April 24, 2026

Job details

Program Coordinator - AA1 (AESES)

New 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:

$27.52 to $38.37 per hour ($50,086.40 to $69,833.40 per annum)plus vacation pay

Appointment Dates

May 26, 2026 to November 26, 2026

Trial/Probation period:

840 hours worked

For more information please contact: Heather Nicolson - heather.nicolson@umanitoba.ca

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING REQUIRED:

• Undergraduate degree in a related discipline.
• Knowledge of university regulations, programs and procedures as they relate to the function/program.

EXPERIENCE:

• Three years recent, related administrative or project management experience
• Previous supervisory experience required.
• Experience with educational program administration including applications and admissions is preferred.
• An equivalent combination of education and experience, as recognized by the University of Manitoba, may be considered.

SKILLS AND ABILITIES:

• Demonstrated proficiency, at an advanced level, in the use of Windows and Microsoft Office applications including: Word, Excel, PowerPoint, Outlook, and Web Browser is required
• bility to set up and maintain spreadsheets and databases and create reports utilizing and manipulating the data is required.
• Ability to plan and create data bases, run queries, forms, reports is required.
• Knowledge of basic accounting principles and the ability to collaborate with a finance department is required.
• Demonstrated ability to plan, organize, coordinate and establish work priorities and deadlines is required.
• Ability to remain collected and calm in the face of stress and adversity is required.
• Excellent verbal and written communication skills, with the ability to provide advice and develop and present informational materials is required.
• Ability to observe, document, and analyze the effectiveness/success of a program and provide sound recommendations for improvement is required.
• Ability to make sound independent judgments and utilize problem solving abilities are required.
• Ability to initiate, establish, and maintain effective working relationships with various levels of internal and external contacts and stakeholder groups is required.
• Attention to detail and accuracy of same is required.
• Ability to work both independently and as a member of a team is required.
• Ability to participate in the development and interpretation of department policies and procedures is required.
• Ability to communicate with all levels of staff, students, faculty members, government and the public, with tact, diplomacy and professionalism at all times is required.
• Must be physically capable of performing duties related to the role is required.
• Must be able to work evenings and weekends as required.
• A satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS:

• Experience working/leading the administration of educational programs.
• Experience working in a healthcare or health education environment.
• Experience working with University enterprise systems (FAST, VIP, Concur, EPIC).

Key responsibilities

ADMINISTRATION OF THE INTERNATIONAL MEDICAL GRADUATE (IMG) PROGRAM:

• Provide overall administration and operational oversight for all IMG training programs, including MLPIMG, PRA MB–FP, Orientation & Mentorship, and Clinical Enhancement.

• Oversee all aspects of the trainee lifecycle, including application intake, interview processes, admissions, registration, training progression, appeals, licensure applications and renewals, and program completion.

• Coordinate and manage graduation ceremonies, recognition events, and teaching awards related to IMG programs.

• Develop, distribute, and maintain timely and accurate program information for IMG candidates regarding credentials, policies, procedures, and regulatory requirements.

• Act as a primary liaison with internal and external stakeholders, including the College of Physicians & Surgeons of Manitoba, Immigration, Refugees and Citizenship Canada, and University departments, to interpret policies, exchange information, and track updates affecting IMG candidates.

• Interpret, update, and maintain IMG-related policies, procedures, and regulations in alignment with University, departmental, and external policy changes; provide guidance and advice to faculty, staff, trainees, and the public.

• Supervise program administrators, including:

  • Supporting the Education Manager with staff appointments, promotions, and dismissals
  • Assigning and scheduling work
  • Monitoring performance and providing ongoing feedback and support

• Manage the hybrid work schedules of program administrators to ensure consistent daily in-person office coverage.

• Act as a liaison with University and external departments and agencies, resolving inquiries and independently addressing operational issues.

• Collaborate with the DFM Coordinator – Projects and Program Evaluation to coordinate, track, and review program evaluation and outcomes data.

• Actively participate in quality improvement initiatives and integration-related activities.

• Represent the program on departmental, faculty, and interdepartmental committees.

• Oversee the ordering, tracking, and maintenance of program supplies and equipment.

FINANCIAL ADMINISTRATION AND SUPPORT:

• Support the preparation of departmental budgets by contributing to budget projections, estimates, and maintaining accurate financial records.
• Assist with the reconciliation of monthly operating reports against approved budgets, including balancing spreadsheets and preparing documentation to support journal entries and budget transfers.
• Contribute to financial data analysis and the preparation of reports related to annual budgets, projections, and financial status updates, ensuring accuracy and timeliness.
• Provide administrative support to resolve purchasing, billing, delivery, and payment issues in collaboration with external suppliers, Purchasing, Finance, and Travel Services.
• Support procurement activities by gathering required information for purchasing supplies and equipment; monitor inventory levels, verify purchase orders, and help maintain organized storage areas.
• Assist with travel coordination, including preparing itineraries and ensuring travel expense claims are completed and processed in collaboration with Finance. Maintain awareness of and support compliance with purchasing, financial, and travel policies, procedures, and regulations.

PROJECT MANAGEMENT AND PROCESS IMPROVEMENT:

• Provide day-to-day project management oversight to support departmental priorities, ensuring projects are planned, coordinated, and completed within established timelines.
• Supervise and mentor seasonal summer staff by assigning work, setting clear expectations, providing training, and offering regular feedback and performance support.
• Lead the review, assessment, and refinement of departmental procedures to improve efficiency, workflows, and service delivery.
• Identify process improvement opportunities, develop practical recommendations, and support the implementation of streamlined and sustainable solutions.
• Monitor project progress, track outcomes, and adjust plans as required to ensure objectives are achieved.
• Collaborate with internal stakeholders to align priorities, allocate resources effectively, and maintain clear and consistent communication.
• Foster a positive, inclusive, and results-oriented work environment that promotes accountability, teamwork, and continuous improvement.
• 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.