Internal Medicine, Max Rady College of Medicine

Rady Faculty of Health Sciences

Position number: 37571

Date posted: March 20, 2026

Advertised until: March 27, 2026

##Job details

Program Administrator - OA5 (AESES)

New Temporary Casual (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)plus vacation pay

Appointment Dates

April 13, 2026 to October 12, 2026

Trial/Probation period:

840 hours worked

For more information please contact: Melissa Franzmann - mfranzmann@hsc.mb.ca

##Qualifications

MINIMUM FORMAL EDUCATION/TRAINING REQUIRED:

• Completion of a formal training program in a related discipline or with emphasis on business practices and/or education preferred from a recognized institute plus four years of directly-related experience.

EXPERIENCE:

• Experience working in a postgraduate medical training setting and experience with U of M policies, procedures.
• Experience scheduling large numbers of students or staff and rotational schedules across multiple program and functional areas with close attention to detail is required.
• Experience working independently with a strong initiative to complete and follow up on tasks is required.
• Experience scheduling large volumes of meetings, other events or interviews at once is required.
• Experience with computer software applications, including but not limited to Microsoft Office is required.

Experience preferred in:

• CaRMS

• ENTRADA

• Accreditation

• Financial Experience such as creating a budget, processing invoices and expenses

• Educational experience with remediations, probations, appeals.

• Experience in a university clinical department preferred.

• An 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 Department of Internal 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.
• Strong verbal and written communication skill 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 is required.
• A satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB-RELATED QUALIFICATIONS:

• Competency by Design is an asset.
• Faculty Advisor Meetings an asset.
• Competency Committee Meetings an asset.
• FAST, CONCUR, MSAS or other similar systems, is preferred.
• Works together with a diverse of support staff at all levels within the Department of Internal Medicine.
• Must present in a mature, professional appearance and behaviour.

##Key responsibilities

Responsibilities:

Administration:

• Responsible for the creation, from start to final release, of the entire master rotation schedule and managing the scheduling assignments of Medical Residents to major affiliated teaching sites; independently scheduling with an extremely high level of complexity, and works closely with the Program Director towards decisions on rotation changes.
• 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), the IMG program, and the Physician Assistant (PA) program.
• Has discretion in making decisions that determine flow of schedule. Fully responsible for exercising judgment and discretion when determining ongoing scheduling changes.
• Submits schedules to WRHA for call, and Chief & Senior administrative stipends.
• Responsible for ensuring online training schedules are up-to-date and posted accordingly using ENTRADA PGME Software, including inputting rotation allocations.
• Responsible for ensuring compliance with the PARIM Collective Agreement, College of Medicine PGME policies and procedures. Develops and maintains a residency training program policy manual.
• Maintains resident trainee files and training program records for all residents in the program(s), including preparing documentation for the PGME office to appoint and reappoint residents and for completion of training. Ensures all documentation required is provided to College of Medicine PGME office as per standard operating procedures.
• Prepares materials for & sets up meetings for bi-annual resident evaluations, Royal College forms, and others as needed, for the Postgraduate Program Director to complete.
• 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 reviewing and providing evaluation of sessions to the presenter using ENTRADA). Ensure appropriate room bookings and organizing catering if required. Responsible for organizing and setting up equipment for rounds.

Residents:

• Coordinates Medicine Rotations for rotating residents for 13 periods.
• Drafts, develops, and maintains systems for streamlining processes for residents. This includes directing and advising residents on appropriate systems such as request for vacation change, rotation change, policy change, resident guidelines, etc. Resolves new and unusual issues as needed.
• Lead resident resource/advisor and information source regarding program related issues.
• Responsible for planning and delivery of curriculum events as required.
• Creates, develops, and maintains an annual Administrative Orientation for incoming residents. Delivers the orientation information and meets with residents during this event to provide instructions/advice/support as needed. Maintains and updates orientation packages for rotators. Provides further follow-up orientation as needed.
• Manages the processes and procedures associated with out of province electives and research electives (including obtaining ID, Accuro, and other computer access, as well as assisting with obtaining a parking pass if needed). Advises and directs residents on appropriate processes and procedures.
• Drafts, reviews, and edits Fellow Application reference letters which impact the career advancement of residents on behalf of the Program Director. Advises the Program Director as needed.
• Ensures that evaluations are completed on a timely basis and that any problems including failures are brought to the appropriate program directors.
• Ensures completion of eFITERs as required by the Royal College of Physicians and Surgeons of Canada.
• Organize bi-annual individual resident meetings with Program Director / Associate Program Director.

Program:

• Provides administrative support to the Program Director, Associate Program Director and CBD Competence Committee. Advises PGME Medical Directors Program Director and Managing Director of ongoing issues within the program.
• Works with PGME Medical Directors and College of Medicine PGME Department with respect to Royal College Accreditation surveys and any related internal reviews. Is responsible for writing a portion of the documentation as well as meeting with the Internal Reviewers and the Royal College Reviewers. As full accreditation is necessary for the program to function, it is important that all aspects of documentation are clear, concise, and relevant, and organized. Organizes on site schedules and logistical arrangements. Ensures requirements of the Royal College of Physicians and Surgeons of Canada are adhered to.
• Delivers the orientation and invigilation of educational exams, both oral and written and web-based, including the in-training exams, in-house oral exams, OSCEs, and including the preparation and distribution of confidential information to faculty members.
• Reviews and edits ENTRADA Assessments in conjunction with their respective Program Director. Tracks to make sure assessments are completed in a timely basis and sends out reminders on a bi-weekly basis. Updates ENTRADA including Goals and Objectives and related documentation. Is the first point of contact for the program for questions and concerns.
• Responsible for the organization of regularly scheduled Residency Program Committee (RPC) 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, including agendas, communication with committee, preparation of trainee files and assessments, taking and transcribing minutes, followup on action items with CBD Chair, and provide input into related areas as needed.
• Participates in the development and implementation of new systems to ensure quality control within the program. Works in conjunction with the PGME Medical Directors and College of Medicine PGME Department on implementing change.
• Maintains close liaison with the Faculty of Medicine PGME office regarding Requisition to appointment, Completion of Training, Chief & Senior residents, each academic year.
• Co-ordinates rounds programs for the program, including rounds set-up, evaluation, and annual reporting processes.

CaRMS:

• Responsible for managing all aspects of the CaRMS process for the programs, including applicant file preparation, contact with all applicants, scheduling interviews, coordinating interviews of external-funded trainees, transfers, and others as may be required.
• Maintains position description on CaRMS website & University website(s).
• Files are prepared on each of the applicants who accept a position.
• Participates in the recruitment and selection of Internal Medicine trainees from an applicant pool. On own initiative, responds to inquiries related to the training program, and any other related correspondence.
• Independent organization of multi-day interview process for recruits, which includes recruitment of faculty and resident interviewers, and logistical arrangements for hotel, transportation, catering.
• Enters data in database for file scores on each candidate.
• Collates information from interviews, and prepares rank list, and submit rank list(s).

Other Duties may also include:

• Special Event Coordination

  • PGY1 Orientation
  • R1 Boot Camps
  • Leadership Series (Transition to Senior)
  • Department of Medicine Resident Research Day
  • Independent organization of annual Residents Research Day. This includes notification of Research Day, preparation of program for the day, book of abstracts, arrangements for guest speaker, identifies and approaches appropriate faculty members for the adjudication team, evaluation forms and collation of evaluations, awards & prizes for winners, and catering and dinner arrangements.
    • Resident Retreats with associated awards preparations.
    • Other special event coordination, as appropriate (ie guest speakers, memorial awards, symposiums, program specific OSCEs)

• Morning Report

  • Organizes, prepares and distributes the morning report schedule on a regular basis, and coordinates physicians and space availability.

• ACES

  • Organization and coordination of bi-annual Acute Critical Events Simulation (ACES) Course. Involves recruitment of faculty and allied health professionals, organization of course material & schedule, organization and preparation of medical equipment and physical space.

• EXAMS

  • Delivers the orientation and invigilation of educational exams, including oral and written and web-based, in-training exams, in-house oral exams, OSCEs, and including the preparation and distribution of confidential information to faculty members.

• OSCE

  • Independent organization of training program annual Objectives Structured Clinical Examination (OSCE). Involves recruitment of faculty, logistical planning of physical space, and organization of exam stations, evaluations and OSCE report cards.

• ABIM

  • Administration and supervision of annual American Board of Internal Medicine In-Training Exam (ABIM), including logistical space organization.

• Long Case / Short Case Exams

  • Independent organization of R2 Exams, arranging for examiners, and exam dates & location, and report cards.

• Undergraduate duties may include scheduling for pre-clerkship programs, introduction to clerkship programs, clerkship scheduling, Clinical Skills scheduling, Transition to Residency (TTR).

• May include PAEP (Physician Assistant Education Program)

  • Coordinate the Adult Medicine Course Schedule for the PAEP program, which includes recruiting preceptors, maintaining and confirming the schedules with multiple changes, liaising with the PAEP office to ensure smooth operation of the curriculum.

• Maintain HSC & SBGH outpatient clinic schedules (for ambulatory care blocks).

• Undertakes special administrative projects for the Department on own initiative or in consultation with others (ie faculty evaluations, improvements to program delivery, computerization, etc.).

• Handles enquiries related to departmental education, and refers any matters as deemed appropriate to appropriate department members.

• May provide coverage as needed for other Program Administrators when needed.

• May be assigned to source out special educational equipment

• Performs other duties as required.

Finance:

• Responsible for ensuring that the Postgraduate Education Funding policy is followed.
• Prepares budget for the training program, in conjunction with the program director, and tracks expenditures in FAST.
• Advises residents on eligibility pertaining to resident reimbursements in accordance with University guidelines.
• Purchases services and items for the training program within EPIC.
• Utilizes CONCUR for own travel for ie Royal College ICRE Program Administrator’s Track Meeting, CAIMPA (Canadian Association of Internal Medicine Program Administrators).
• 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.