Undergraduate Medical Education, Max Rady College of Medicine
Rady Faculty of Health Sciences
Position number: 37943
Date posted: July 7, 2026
Clinical Program Assistant Coordinator - AA1 (AESES)
New Regular Continuing Full-Time (Budget Funded)
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)
Expected Start Date
August 3, 2026
For more information please contact: Dave Fidler - [email protected]
MINIMUM FORMAL EDUCATION/TRAINING:
- A University Undergraduate Degree in a related discipline from a recognized institute or program is required, preferably with a degree in administration.
- Knowledge of UM policy, regulations, programs, and procedures as they relate to the UGME Program.
EXPERIENCE:
- One year of directly related administrative experience, preferably in a post-secondary educational setting.
- Experience and understanding of academic approaches and strategies involving recruitment are required.
- Experience with planning, organizing, and coordinating events required.
- Experience in supporting administrative processes in higher education for a health sciences discipline is preferred.
- Experience with the collection and coordination of extensive amounts of data and/or documentation preferred.
- Experience coordinating recruitment and hiring events is an asset.
- Experience with coordinating projects is an asset.
- Experience coordinating and processing employee time in a computerized payroll system.
- Experience, knowledge, and competency working with a diverse variety of cultures, professionals and communities.
- Experience with planning, organizing, coordinating and establishing work priorities and deadlines for oneself and others.
- Experience working with vulnerable persons of all ages.
- An acceptable equivalent combination of education and experience may be considered.
SKILLS AND ABILITIES:
- Exceptional verbal communicator to articulate key messages professionally about the program and processes in one-on-one and event settings is required.
- Ability to write clear and concise communications, including, but not limited to, emails, reports, and proposals, is required.
- Ability to plan, organize, work independently, and establish priorities and deadlines on projects and events is required.
- Demonstrated ability to make sound judgments and utilize problem-solving abilities is required.
- Proficiency in the use of advanced features associated with Microsoft Office applications, including Word, Excel, Outlook and PowerPoint and other applications such as Adobe Acrobat is required.
- Ability to employ inclusive active listening techniques, including paraphrasing, reflecting, and asking open-ended questions for clarity and rapport building is required.
- Skilled at establishing respectful relationships with diverse stakeholders through clear communication is required.
- Demonstrated proficiency in human resource, payroll and financial management systems, preferably with experience in VIP, EPIC, and Concur or Entrada is required.
- Experience with databases, including entering or editing data in tables is required.
- The ability to handle sensitive information (personal and health-related) that follows applicable legal requirements is required.
- Ability to coordinate staff and volunteers is required.
- Ability to multitask, establish and adapt priorities, and work effectively under stress and pressure is required.
- Empathetic and calm-natured when confronting stressful or difficult situations is required.
- Ability to contribute to a positive team culture, including working collaboratively with others and actively supporting team members is required.
- Ability to process and report on a large set of information and data with speed, accuracy and attention to detail to meet deadlines is required.
- Ability to coordinate workflow and processes requiring improvement and recommend modifications to improve efficiency are required.
- A satisfactory work record, including satisfactory attendance and punctuality, is required.
OTHER JOB-RELATED QUALIFICATIONS:
- Confidential handling and knowledge of personal and health information legislation is an asset.
- Are self-motivated to seek continuous improvements in personal development.
PROGRAM ADMINISTRATION - HIRING AND RECRUITMENT
Clinical Educators
- Coordinating clinician recruitment alongside the Clinical Program Coordinator.
- Manages events, including catering, parking, room bookings, security, and event setup.
- Creates job postings and designs recruitment materials for distribution.
- Facilitates purchasing for Clinician recruitment events and programming as required.
- Maintains applicant information and documents received in various formats or systems for UGME’s document management process.
- Notification of applicants regarding status in the hiring process as required.
- Arranges interview sessions, which may include scheduling online or in-person for the hiring committee.
- Administers and disseminates applicant and interview information to the members of the hiring committee.
- Arranges and coordinates onboarding for participants involved with clinical instruction as required.
- Coordinate payments for gifts and honorariums to participants as required.
- Arrange bookings, communications and coordination for scheduling events and training.
- Assigned special projects and studies as required by the Clinical Program Coordinator.
Patient Program
- Manage the advertising and design with other UM programs to prepare patient program and related recruitment materials and advertising in print and online media, hosting or attending events and engaging and fostering relations with a variety of community partner organizations.
- Arrange Community Patient Partner events, including communications, catering, parking, bookings, security and setup.
- Create recruitment materials and other media items for distribution.
- Manage the process to collect patient applicants for consideration and evaluation for the program.
- Coordinate and maintain patient applicant information and documents in the patient document management system.
- Arrange and oversee interview sessions, which may include scheduling online or in-person for the hiring committee.
- Coordinate onboarding for patient participants as required.
- Coordinate marketing, including opportunities online, at clinics and other community locations to solicit opportunities for community patient involvement in the program.
- Contact potential patient applicants and arrange interview times and locations.
- Coordinate and communicate patient applicants' interview information to the hiring committee members.
- Participate with the Director in the interview process, including but not limited to recruitment of interviewers; scheduling of interviews; and preparing documentation.
- Facilitates notification to patient applicants regarding status in the hiring process as required.
SCHEDULING & UGME PROGRAM COORDINATION
- Coordinate scheduling for Clinical Educators and Patients with other UGME program staff.
- Coordinate the Clinical Educator and Patient participants' assignments to the Clinical Skills programming with the Pre-Clerkship and Clerkship Program Leads and administrators.
- Manages activities, room locations, and logistics of patients participating on campus during UGME programming.
- Assists in collecting and reporting on data for budgetary estimates for Clinical programming evaluations.
- Tracks expenses and participation of the Clinical Educators and Patient involvement
- Liase, support and schedule appointments and meetings; apprising Program staff of ongoing commitments and agendas and preparing packages of materials as assigned.
- Collaboration with Course Leads to recruit clinicians, design recruitment processes, and fill available teaching sessions.
- Assist with collaboration with the Pre-Clerkship and/or Clerkship Program Lead and Administrators, providing on-site support and troubleshooting issues.
- Communicating with Course Leads as required, including, but not limited to, sharing clear process documentation.
- Presenting opportunities to improve processes as required.
- Attending assigned committees as an active participant and actioning items as required.
HUMAN RESOURCES AND PAYROLL
- Oversees the Patient Partner and Clinical Educators’ contractual and payroll documentation, including circulating the documents for signatures and approvals.
- Assisting with HR functions for Clinical Educators/Patients, including coordinating contractual obligations, cessations and contract changes, and conflict resolution.
- Manages and/or prepares Clinical Educator and Patient Programs hiring and payroll forms for appropriate approval. Retains contacts and related documents in the document management files or system.
- Coordination of payroll for Clinical Educators and Patients, as well as backup for payroll duties when required.
- Stays current on HRIS/VIP information and processes.
- Coordinating ordering and processing for services, supplies, and equipment, which includes sourcing items/services, creating work or purchase orders, receiving and inventorying items, and payment processing.
- Maintains up-to-date knowledge of UM travel, purchasing and payroll policies, processes, and requirements.
- Assists Clinical Educators, Patients and other UGME or other staff regarding HR, payroll and VIP inquiries.
ADVISING AND REPORTING
- Provide advice to all prospective and current Clinical Program applicants, in-person, by phone or online.
- Interprets policies, procedures, and regulations and advises staff, students, patient participants and clinicians.
- May deliver feedback for unsuccessful applicants in conjunction with the Directors.
- Creates and provides information about the clinical instruction opportunities in conjunction with the Directors.
- Collects and collates data of the Clinician/Patient outcomes regarding the program funding and contractual agreements.
- Program evaluation administration, including, but not limited to, creation and tracking.
- Prepares reports to summarize relevant Patient and Clinician hiring and accountability information, and statistics as required.
OTHER DUTIES
- Oversee Clinical program administrative staff involved in the payroll and hiring processes, and oversee HR functions such as workload distribution, performance monitoring and motivation.
- Identifies opportunities for programming, procedural and administrative improvements, developing operating procedures, and presenting recommendations.
- Represents the Clinical Educator and Patient Program at departmental committees.
- Provides administrative support, information, and participates in program committees.
- Prepares and maintains process mapping and a position procedure manual.
- Coordinates the purchasing of supplies or services in EPIC or in conjunction with the UGME Office Administration staff.
- Assists at UGME staff or events such as Inaugural and Convocation as requested
- Completes travel or expense pre-approval forms and coordinates required approvals.
- Coordinates program travel/flight arrangements for attending conferences, workshops, or seminars.
- Liaises with Purchasing, Travel and Supplier Payment Services to resolve issues or inquiries.
- Stays current on accreditation standards, participates in the accreditation process, and prepares reports as required.
- May be required to perform related duties not exceeding skills and capabilities as required.
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 [email protected] 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.
