Job Description

Regular/Temporary

Regular

Job Title

Program Administrator (Fellowship Administrator)

Job ID

70548

Location

Central Campus

Open Date

07/09/2025

Job Type

Limited Term (>12 months)

Close Date

08/17/2025

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Educ Postgrad

Salary Grade/Band

Grade 7

Salary Range

$25.70 - $39.89 (hourly)

Contract Duration

24.3 Months

Hours per Week

35

Should the successful applicant be a Unifor Unit 1 bargaining unit member, who meets the eligibility conditions of Article 19.02 of the Unifor Unit 1 Collective Agreement, then the Limited Term Assignment will be defined as a Career Growth Opportunity in accordance with Article 19 of the Unifor Local 5555 Unit 1 Collective Agreement.

Program Administrator (Fellowship Administrator)

JD 0752

Unit/Project Description:

The Postgraduate Medical Education (PGME) Office at McMaster University supports over 60 residency programs, 200 fellowship programs, and more than 1,200 medical trainees. We are seeking a dedicated and experienced Fellowship Program Administrator to join our central PGME team. This role is key to ensuring the smooth administration and support of physicians pursuing fellowship training at McMaster.


The successful candidate will work collaboratively with other Fellowship Program Administrators to provide consistent and efficient support across all programs. They will serve as a resource for fellowship directors and administrators, assist with orientation and graduation events, and ensure compliance with university and PGME policies.


Reporting to the Assistant Manager, PGME, the Fellowship Program Administrator is responsible for managing all aspects of the fellowship training lifecycle, from admission and onboarding to program completion and the issuance of certificates. The role also includes program administration for the Clinical Education Program (CEP), where the Administrator will work closely with the Program Director and CEP Faculty Lead to support fellows and help implement the program effectively.


We are looking for someone with a strong understanding of postgraduate medical education, excellent administrative and organizational skills, and a commitment to providing outstanding service. The ideal candidate thrives in both team-based and independent work environments and is confident managing complex processes with accuracy and professionalism.

Job Summary:

Accountable for developing, implementing, and maintaining the efficient operation of an academic program or department. Responsible for providing overall administrative direction including coordinating all aspects of the program such as curriculum administration, implementation, promotion, recruitment, admissions, resource management, and financial management. Requires independent decision making within a delegated area of authority and the exercise of leadership in the management of support services.

Purpose and Key Functions:

Provide administrative direction regarding the goals and objectives of the program by examining, reviewing, and assessing long-term and immediate needs. Identify and analyze problems with the program and prepare recommendations for review and approval by the program Director. Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation. Advise registered and prospective students of program options and requirements which requires maintaining knowledge of course and program curriculum. Counsel students to ensure that they understand that course and program selections adhere to established academic, prerequisite, and graduation requirements. Assess student priority for limited registration in courses and provide suitable alternatives to meet degree requirements. Provide students with information regarding program policies and information about program requirements. Use existing admissions criteria to assess program applications and determine which applications are declined admissions and which are eligible for acceptance. Review and evaluate academic records to ensure students are eligible to continue in and graduate from the program. Investigate questions and resolve problems concerning program, curricula, and admissions. Act as a mediator between faculty and students when dealing with various issues, including but not limited to, special accommodations, scheduling conflicts, grades. Gather and compile information required for a variety of documents and reports, including but not limited to, program accreditation, enrolment, and degree audits. Develop estimates of time, resources, and budgets for various program activities and events. Develop the program budget for review and approval. Implement and maintain the program budget. Create financial projections and makes adjustments to the program budget throughout the fiscal year. Exercise appropriate controls, monitor, and reconcile accounts. Develop marketing and advertising brochures for a variety of purposes, functions, and events. Promote the program to visitors and representatives both internal and external to the University. Represent the program at various recruitment events. Create content for the program website. Update information and maintain the website. Survey and monitor academic programs offered by competing institutions and conduct research into pedagogical practices. Conduct student surveys to ensure that academic programmes are meeting the needs and objectives of both the student and the program. Prepare and deliver presentations. Facilitate meetings with, including but not limited to, program stakeholders and student groups. Plan and coordinate arrangements for annual events and meetings. Source pricing information and independently makes decisions regarding the purchase of equipment and supplies for the program. Input financial and other information required to process payroll. Update and maintain student records and databases.

Requirements:

Bachelor's degree in a relevant field. Requires a minimum of 3 years of relevant experience.

Assets:

Experience working within the infrastructure supporting postgraduate fellowship training systems. Experience and understanding of medical education in Canada, with knowledge specific to clinical and research fellowships considered an asset. Familiarity with postgraduate medical education processes, including administrative systems like MedSIS or a similar system. Knowledge of Immigration, Refugees, and Citizenship Canada (IRCC) Employer Portal, as well as visas and work permits.

Additional Information:

Position Requirements:

Demonstrated experience in facilitating the admissions process, including preparing and reviewing admission packages, registering trainees, verifying credentials, and coordinating employment and payroll information. Experience updating, maintaining, and validating data across multiple systems while ensuring accuracy. Experience planning, coordinating, and implementing multifaceted events involving residents and fellows. Experience collecting, verifying, and inputting data into spreadsheets, databases, and student information systems with precision. Experience providing administrative support to program faculty leaders and committees, including scheduling, taking minutes, and distributing information. Proven ability to monitor budgets and reconcile accounts. Proficiency in MS Office applications, with advanced skills in MS Excel, and experience using Google Workspace applications. Strong attention to detail and an aptitude for problem-solving. Exceptional interpersonal and communication skills, with a proven ability to interact effectively and harmoniously with diverse stakeholders, including international students. High degree of judgment, professionalism, and confidentiality in handling sensitive information. Ability to function effectively in a dynamic environment with competing demands, priorities, and deadlines. Demonstrated cross-cultural awareness and sensitivity in working with international students. Proven ability to organize and facilitate training events (e.g., new Program Administrator training, annual retreats). Knowledge of the needs and requirements of departmental Program Administrators to support and enhance their work. Experience in gathering and compiling data and documentation for reports and program activities. Commitment to teamwork and independent work, demonstrating flexibility and initiative in both models. Demonstrated professionalism and consideration in workplace interactions and with internal/external stakeholders.

This role works in a hybrid work environment, with an on site requirement of minimum 2 days per week.


We would like to thank all of those who have applied for the role. Only those candidates selected for an interview will be contacted.