Job Description

Schedule
8:00-4:00 Monday-Friday, 35 hours/week


Education Level
Bachelor\'s degree in a relevant field.


Career Level
Requires a minimum of 3 years of relevant experience.
















JD/TJD #
JD00752


Pay Grade:
7


Title:
Program Administrator



Unit/Project Description:

PGME is a multi-faceted office that supports 60 residency programs, over 200 fellowship programs and over 1200 trainees. We are currently searching for a Program Administrator to provide exceptional leadership and guidance while supporting residency administration and their respective programs from the central PGME office. In addition, they will facilitate the administration of medical learners pursuing residency at McMaster University (from admission through to the completion of their training including issuing certificates). The successful incumbent will work in tandem with two other Program Administrators. They will guide, support, and educate residency programs and must maintain a high level of accuracy and efficiency related to processes, tracking, and documenting information. This role will provide administrative support related to leaves of absences, R1 schedule, part time training, extension of training, waivers of training. The successful incumbent will participate in the planning, coordination and facilitation of events and educational materials related to incoming residents to McMaster. This includes the effective planning and coordination of the registration process, orientation day, and orientation tool kit. Duties will extend to responding to enquiries, obtaining work permits (if required), tracking, and generating Letters of Appointment, liaising with the CPSO, programs, the residents\' paymaster, and working with MedSIS. This role will be key in the registration process and will follow the residents\' journey from the beginning, straight through to completion (with an emphasis on their transition to McMaster.


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:

• Working knowledge of postgraduate medical education is considered an asset

Additional Information:

Position requirements:

• Demonstrated knowledge and understanding of postgraduate medical education programs and administrative functions needed to coordinate an efficient, effective program as the incumbent will administer and support postgraduate medical education programming (knowledge related to the Clinical Investigator\'s Program considered an asset).
• Working knowledge and understanding of the policies and procedures of the university and postgraduate medical education.
• A strong understanding and knowledge of postgraduate medical edcuation training processes.
• Experience collecting, collating, verifying, and inputting data into a variety of spreadsheets, databases, and student information systems with a high degree of accuracy and attention to detail.
• Experience planning, coordinating, and implementing the execution of multifaceted events involving residents, fellows, and university services (i.e. registration, orientation, etc.) and events for university Program Administrators (PA)(new PA training, PA annual retreats, etc.).
• Working knowledge and experience responding to inquiries from medical learners, faculty, hospital partners, and multiple programs (internal and external)
• Working knowledge of the infrastructure of the postgraduate residency training system.
• Experience registering Residents, which includes experience processing payroll changes, level changes, transfers, leaves, and terminations for postgraduate trainees
• Experience updating, maintaining, and validating data by checking for missing or invalid information using multiple systems such as MedSIS
• Experience collecting, verifying, and inputting data into a variety of spreadsheets and databases
• Experience gathering and compiling the paperwork required to facilitate hiring and payment processes
• Working knowledge and experience gathering and compiling data and documentation for a variety of reports and program activities
• Experience identifying and analyzing problems with the program and preparing recommendations for review and approval
• Proven experience collecting, analyzing, assessing, and summarizing information relevant to the decision making process and developing recommendations for final approval and implementation
• Strong attention to detail, coupled with an aptitude for problem-solving is essential
• Must demonstrate commitment to the job, be motivated, and be well organized to deal with a high volume of work
• Ability to function in an ever-changing environment with competing demands, priorities, and deadlines
• Many of the work assignments and issues addressed are considered confidential; therefore, a high level of discretion and confidentiality is required
• Strong interpersonal and communication skills are required as is the ability to interact effectively and harmoniously with other people
• Demonstrated experience working both independently and as part of a team (i.e. residency programs, College of Physicians and Surgeons of Ontario, and other Canadian medical schools)
• Must demonstrate proficiency with MS Office suite of applications, (MOSAIC and MedSIS experience an asset)

This position may require you to travel and to work outside of your regular work schedule including evenings and weekends to meet operational demands. We thank you for your application. Please note only those candidates selected for an interview will be contacted.







How To Apply






To apply for this job, please submit your application online.




Employment Equity Statement






McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the \xe2\x80\x9cDish With One Spoon\xe2\x80\x9d wampum agreement. The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity. The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, M\xc3\xa9tis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+. As part of McMaster\xe2\x80\x99s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information. Job applicants requiring accommodation to participate in the hiring process should contact:

• Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or
• Faculty of Health Sciences HR Office at ext. 22207, or
• School of Graduate Studies at ext. 23679

to communicate accommodation needs.




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The University is committed to providing and maintaining healthy and safe working and learning environments for all employees, students, volunteers and visitors. The University\xe2\x80\x99s Vaccination Policy-COVID-19 Requirements for Employees and Students (the \xe2\x80\x9cVaccination Policy\xe2\x80\x9d), requires all McMaster community members, including employees, accessing a McMaster campus or facility in person to be fully vaccinated or to have received an exemption from the University for a valid human rights ground. While the Policy will be currently paused, this Policy may resume quickly and on short notice, as informed by public health advice and direction. As a result, failure to achieve and maintain fully vaccinated status or an approved human rights-based exemption may result in termination of employment. This is a term and condition of employment. The University will continue to follow the guidance of public health organizations to define fully vaccinated status.