Program Administrator Operational - OA5 (AESES)

Department of Family Medicine

Rady Faculty of Health Sciences

Position number: 34139

Date posted: July 2, 2026

Job details

Program Administrator Operational - OA5 (AESES)

New Regular Continuing Full-Time (Budget Funded)

Yes

Yes

35 Hours/week (Monday to Friday, 8:30 am to 4:30 pm)

$26.62 to $36.41 per hour ($48,448.40 to $66,266.20 per annum)

Expected Start Date

August 3, 2026

840 hours worked

For more information please contact: Heather Nicolson - ***email_hidden*** View phone number on ca.workus.org)

Qualifications

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 is required.
• Undergraduate degree in a related discipline is preferred.

EXPERIENCE

• Knowledge of university regulations, programs, and procedures as they relate to the function/program.
• One year of directly related administrative experience.
• Experience working with students in a post-secondary environment required.
• Understanding of Graduate Studies policies and procedures preferred.
• Experience managing projects with tight deadlines preferred.
• An equivalent combination of education and experience as recognized by the University of Manitoba may be considered.

SKILLS AND ABILITIES

• Demonstrated ability to plan, organize, coordinate and establish work priorities and deadlines is required.
• Effective oral and written communication skills, with the ability to provide advice and develop and present informational materials is required.
• Ability to make sound independent judgments and utilize problem-solving abilities is required.
• Ability to establish and maintain effective working relationships with various levels of internal and external contacts is required.
• Ability to communicate effectively with all levels of staff and the public in a diplomatic, firm but tactful manner is required.
• Ability to process large numbers of documents with speed, accuracy and attention to detail in order to meet strict deadlines is required.
• Demonstrated competence in advanced features of a spreadsheet application including creating and editing charts and graphs, sharing data between applications, creating, and editing templates, statistical/financial analyses, and the generation of reports is required.
• Ability to participate in the development and interpretation of department policies, procedures, and regulations is required.
• Demonstrated proficiency in Human Resource/Financial Management systems such as Aurora Finance, VIP, EPIC, CONCUR, Aurora student, External Invoicing is required.
• Demonstrated ability to plan, organize, coordinate, and establish work priorities and deadlines is required.
• Effective oral and written communicate skills, with the ability to provide advice and develop and present information materials is required.
• Ability to make sound independent judgements and utilize problem solving abilities is required.
• Ability to establish and maintain effective working relationships with various levels of internal and external contacts is required.
• Ability to communicate effectively with all levels of staff, students, and the public in a diplomatic, firm but tactful manner is required.
• Demonstrated supervisory skills including the allocation of work assignment, training, performance management and recommending hiring, disciplining and promotion is required.
• Ability to understand and deal effectively with student problems is required.
• A satisfactory work record, including satisfactory attendance and punctuality, is required.

Key responsibilities

Faculty Admin support

• Manages the email and calendar of the Program Director
• Assisting the Program Director with scheduling and preparing for meetings as needed
• Creating, formatting and editing presentations, meetings, agendas and minutes
• Maintaining schedules and keeping faculty advised of upcoming event and deadline dates
• Assisting faculty with technology support as needed
• Printing, scanning, and faxing as required
• Maintains MPAS confidential filing systems, distributes and communicates admission information and problem solves independently
• Arranges appointments, meetings, training sessions and events, books space and associated services and secures the required equipment
• Participates daily, 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
• Assisting Program Director with formatting and preparation of documents for accreditation

Communication and Events

• Responsible for the preparation and dissemination of communications material for the program, in collaboration with the DFM Communications Coordinator
• Assists with events such as inaugural, interview day, and retreats
• Responsible for posting social media content on accounts including LinkedIn, Twitter, Facebook and Instagram in collaboration with DFM Communications Coordinator
• Liaises with DFM Communications Coordinator regarding articles and newsletter content relating to faculty/staff and student activities

Committee support

• Schedule the following Committee and Group meetings. Take, transcribe, and distribute minutes. Prepare and distribute materials, notices, and agenda
  • Curriculum Committee
  • Progress Committee
  • Appeals Committee
  • Academic / Clinical Working Group
  • Awards Committee
  • Admissions Committee
  • Quality Assurances Committee
  • Sexual Violence and Prevention Committee

• Working with the Program Director to update and maintain MPAS Committee Terms of Reference

Admissions Support

• Provides counselling information regarding application and admission to the program, and advice to present and prospective students, referring for professional guidance where appropriate
• Working with the Program Coordinator to review applications and calculate GPAS
• Backup support for other MPAS Program Administrators and Program Coordinator, Support core duties for vacation relief

Policies and Procedures

• Working with the Program Director to update and maintain MPAS policies and procedures

Student funding support

• Coordinates bursary and award allocations for MPAS students
• Provides resources and information to students applying for grants and scholarships
• Works with the DFM finance team to issue award payments to students
• 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 View email address on ca.workus.org or View phone number on ca.workus.org. 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.