Post Graduate Medical Education, Max Rady College of Medicine
Rady Faculty of Health Sciences
Position number: 30324
Date posted: July 24, 2026
Admin Coordinator - Resident Services - AA1 (AESES)
Revised Regular Continuing Full-Time (Budget Funded)
Work schedule:
35 Hours/week (Monday to Friday, 8:30 am to 4:30 pm)
Salary:
$27.52 to $38.37 per hour ($50,086.40 to $69,833.40 per annum)
Expected Start Date
August 17, 2026
For more information please contact: Penny Nanayakkara - [email protected] (2047893490)
MINIMAL FORMAL EDUCATION REQUIRED:
- Undergraduate degree in a related discipline.
- Knowledge of university regulations, programs and procedures as they relate to the function/program.
EXPERIENCE:
- One year of directly-related administrative experience required.
- Experience working in the Entrada curriculum management system is required.
- Experience in data collection and creating reports within Excel is required.
- 3 years of university or other academic experience.
- Two years of recent administrative office experience preferred.
- Experience working in a PGME program will be an asset.
- An acceptable equivalent combination of education and experience may be considered.
SKILLS AND ABILITIES:
- Ability to set up, maintain spreadsheets and databases, and create reports utilizing and manipulating the data is required.
- Proficient in website planning, development, and content management, creating newsletters, brochures and other communication materials is required.
- Project coordination and planning is required.
- Shall demonstrate proficiency in using advanced features associated with word processing applications, such as using mail merge tools, and creating reports with footnotes/ endnotes, table of contents, bibliographies, and indexes is required.
- Demonstrated proficiency in the Entrada Curriculum Management System is required.
- Ability to make sound independent judgments and utilize problem-solving abilities is required.
- Ability to process large numbers of documents with speed, accuracy and attention to detail to meet strict deadlines is required.
- A satisfactory work record, including satisfactory attendance and punctuality, is required.
OTHER JOB RELATED QUALIFICATIONS:
- Royal College of Canada accreditation standards knowledge is an asset.
- PGME Program administrator experience supporting a residency training program
Resident Registration, Compliance and Records Administration:
- Coordinate resident registration activities in accordance with University and PGME policies and procedures.
- Maintain accurate resident records within the Entrada management system and other University information systems.
- Monitor and administer mandatory compliance requirements, including:
- College of Physicians and Surgeons of Manitoba (CPSM) registration.
- Canadian Medical Protective Association (CMPA) coverage.
- Required certifications, immunizations, and institutional onboarding requirements.
- Other documentation required by PGME, affiliated hospitals, regulatory bodies, and external agencies.
- Track compliance deadlines and communicate outstanding requirements to residents, Program Administrators, Program Directors, and external organizations.
- Verify documentation for completeness and accuracy and follow up to ensure all requirements are met within established timelines.
- Liaise with internal University offices, hospitals, Shared Health, CPSM, CMPA, and other external agencies regarding registration and compliance matters.
- Prepare reports to support compliance monitoring, accreditation activities, audits, and operational planning.
- Identify and resolve routine registration and compliance issues, escalating complex matters to the Business Manager as appropriate.
- Maintain confidentiality and integrity of learner records in accordance with University policies and applicable privacy legislation.
Resident Admissions and Annual Intake Coordination:
- Coordinate administrative processes supporting resident recruitment and admissions.
- Receive, review, and process admissions documentation for completeness and accuracy
- Coordinate the annual resident intake and onboarding process, ensuring all required documentation, communications, and administrative activities are completed according to established timelines.
- Prepare admissions correspondence, onboarding materials, orientation information, and resident documentation packages.
- Coordinate admissions-related meetings.
- Communicate with applicants, Program Directors, Program Administrators, faculty, and University offices regarding admissions and intake requirements.
- Maintain admissions and intake records within the Entrada Curriculum Management system and other University and PGME information systems.
- Respond to inquiries regarding admissions, onboarding, registration requirements, and timelines.
- Prepare reports and statistical information related to admissions and annual resident intake.
Resident Evaluation and Academic Records Administration:
- Administer faculty evaluation processes using the Entrada management system.
- Monitor completion of evaluations and communicate with faculty and learners regarding outstanding evaluations.
- Maintain faculty evaluation and resident academic records.
- Generate reports and statistical information to support program quality improvement, accreditation activities, and operational planning.
- Assist with the collection, organization, and maintenance of documentation required for accreditation reviews and internal program evaluations.
Administrative Coordination and Operational Support:
- Respond to inquiries from residents, faculty, Program Administrators, departments, hospitals, and other stakeholders regarding PGME administrative processes
- Prepare correspondence, reports, spreadsheets, presentations, and other administrative documents.
- Maintain electronic and paper filing systems in accordance with records management and privacy requirements.
- Recommend improvements to administrative procedures and participate in the implementation of process enhancements.
- Assist with meetings, projects, special initiatives, and other operational activities.
- 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.
