Department of Family Medicine

Rady Faculty of Health Sciences

Position number: 36233

Date posted: Febuary 3, 2026

Advertised until: Febuary 10, 2026

Job details

Program Administrator - OA5 (AESES)

Existing Regular Continuing Full-Time (Budget Funded)

Full-time:

Yes

Permanent:

Yes

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)

Expected Start Date

January 26, 2026

Trial/Probation period:

840 hours worked

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

Key responsibilities

MINIMUM FORMAL EDUCATION/TRAINING REQUIRED:

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

EXPERIENCE:

• 4 years directly-related experience required.
• Knowledge and experience with medical education requirements and university policies and procedures an asset.
• Experience planning events for large groups preferred
• Demonstrated experience in managing scheduling of large numbers of students preferred
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITES:

• Strong knowledge of University, Department and Hospital policies & procedures is required
• Excellent communication skills; organization skills; problem-solving skills is requried
• Competence in advanced features of a spreadsheet/database application, sharing data between applications and creating and editing templates; identify and maintain confidential information is required.
• Ability to organize, prioritize and complete complex adminstrative processes. Assign and execute taskes in a timely fashion and meet deadlines is required.
• Ability to solve problems independently and identify when assistance is required.
• Ability to develop strong working relationship with others and to function as part of a large team (work well with academic staff; work well with graduate students, staff and the public, employing tact and patience; work well with learners, preceptors and other Program Administrators is required.
• Ability to multi-task efficiently and manage changing priorities is required.
• Ability to work independently is required.
• May be required to perform related duties not exceeding skills and capabilities as required.

Qualifications

Program Administration and Short-term Placement Coordination:

• Coordinates formal pre-clerkship teaching sessions by Family Medicine (Clinical Interviewing, Clinical Skill Labs, Comprehensive Patient Assessments, etc…) in collaboration with the Clinical Skills UGME team.

• Recruits appropriate physicians, faculty members, residents/learners to teach the content and supervise student work for designated family medicine focused courses.

• Ensures appropriate student notes, teaching guides, class lists, etc., are reviewed and updated by the UGME Program Director on a regular basis.

• Coordinates the placement of Med 1 and Med 2 students Community Exposure, Shadowing and Consolidation placements in collaboration with Clinical Skills UGME team:

  • Responsible for compiling and maintaining a database of suitable preceptors and urban clinic locations.
  • Responsible for maintaining and forming positive relationships with preceptors and urban clinic locations with the goal of promoting Family Medicine and Family Medicine teaching priorities.

• Coordinates individual placements in a timely manner, communicating details of placements with urban clinic locations and UGME office.

• Maintains tracking of placement stats and feedback from students to be used for reporting and quality improvement purpose.

• Coordinates the yearly Transfer to Clerkship programing for Family Medicine, including shadowing placements and Chest Pain teaching sessions. Books rooms and relevant equipment, recruits preceptors, arranges schedules and manages issues on the day of.

• Supports the planning of Rural Week in collaboration with Shared Health; books travel and air transportation for students going to northern communities.

• Supports the planning of Discover Health Career Days in collaboration with Shared Health and UGME as needed.

• Provides backup support to the Program Administrator Clerkship when needed.

Event Coordination and Support:

• Supports the planning of Med.Zero.
• Attending planning committee meetings, preparing and distributing minutes and following up on assigned tasks.
• Assisting with equipment booking and arrangements for CLSF.
• Assisting with booking services for the day including room reservations, physical plant services. and catering orders.
• Supports the planning of “Reporting Back” evening, an annual event to recognize students participating in Rural Week and Discover Health Careers programming.

Shantou Exchange Program Administrator:

• Provides support for creating & maintaining a Master schedule for Shantou Exchange students and faculty in collaboration with the Undergraduate Program Director, and Shantou Exchange Director.
• Inquires with departments and sites about students placements for Shantou Exchange students.
• Reserves accommodations for incoming Shantou Exchange students including students attending the Canadian Student Health Research Forum.
• Prepares invitation letters for incoming Shantou Exchange students and faculty so they can obtain travel VISA including students attending the Canadian Student Health Research Forum.
• Organizes Welcome & Farewell events.
• Supports Shantou Exchange Program Director pertaining to Shantou Exchange program (i.e. schedule meetings, respond to meeting invites, book teleconference if need be).
• Provides administrative support to UM students participating in the Shantou Exchange program (i.e. supporting letters, VISA application procedures, orientation information.

Faculty and Committee Support:

• Provides administrative support to the Undergraduate Director.
• Provides administrative support for the Family Medicine Undergraduate Committee (types and distributes agendas, prepares minutes, follows up on action items, etc.).
• Provides administrative support for the Family Medicine Interest Group.
• Participates in a variety of duties associated with the accreditation process and reports to the accreditation leads, as required; stays informed of accreditation standards as it relates to the area.
• 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.