Job Description

Job ID

73749

Job Title

Program Administrator

Regular/Temporary

Regular

Location

Central Campus

Open Date

01/15/2026

Job Type

Short Term Employee

Close Date

01/22/2026

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Educ Postgrad

Full/Part Time

Full-Time

Salary Grade/Band

Grade 7

Salary Range

$25.70 - $39.89 (hourly)

Job Code

JD0752

Existing Vacancy

Yes - Backfilling as Existing

Contract Duration

9.5 Months

Target Number of Openings

1

Hours per Week

35

Posting Details

Schedule

8:00am to 4:00pm, Monday to Friday


Anticipated Start Date: February 2026

Education Level

Bachelor's degree in a relevant field.

Career Level

Experienced

Program Administrator

JD 0752

Unit/Project Description:

PGME is a multi-faceted office that supports 60 residency programs, over 200 fellowship programs and over 1300+ 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. The Program Administrator will facilitate the administration of medical trainees pursuing residency at McMaster University (from admission through to the completion of their training).


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, part- time training, extension of training and waivers of training. 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. The Program Administrator will participate in the planning, coordination and facilitation of events and educational materials related to incoming residents to McMaster (i.e. orientation, longitudinal orientation, etc.).


The Program Administrator is accountable too and will work closely with the Assistant Program Manager.

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 with postgraduate medical residents and facilitating processes required to support training.

Additional Information:

Position requirements:


Experience and demonstrated knowledge of postgraduate medical education programs and administrative functions needed to coordinate an efficient, effective program. Experience applying and PGME specific policies and procedures as well as policies specific to McMaster University Experience registering Residents, which includes processing payroll changes, level changes, transfers, leaves, and terminations for postgraduate trainees (i.e. Leave of Absences, Waivers, Extensions, etc.) 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 (updating the Ministry of Health and various hospital/university stakeholders and partners). Experience planning, coordinating, and implementing the execution of multifaceted events involving residents, fellows, and university services (i.e. orientations, assisting with Registration). Working knowledge and experience responding to inquiries from medical trainees, faculty, hospital partners, and multiple programs (internal and external) Experience updating, maintaining, and validating data by checking for missing or invalid information using multiple systems such as MedSIS. Experience gathering and compiling information 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 (i.e. R1 Schedule, Chief & Senior Bonus etc.). 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, which includes experience of MOSAIC and MedSIS or similar finance or student information systems.

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 "Dish With One Spoon" 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, Metis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.


As part of McMaster's 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.

Hybrid Work Language

To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.

Interview Experience

At McMaster University, we believe in a comprehensive and inclusive interview process. Our interview methods encompass a variety of approaches that allow our hiring teams to provide a flexible and accessible experience for engaging with our candidates. Throughout your recruitment process at McMaster, you may be requested to participate in a variety of formats, that may include in-person, virtual or recorded interviews. If you have any questions as you move through the hiring process, please reach out to talent@mcmaster.ca or the HR contact associated with your position of interest.

AI Statement

McMaster and its third-party partners may use AI tools to screen, assess, or select applicants during the hiring process. Please note that currently our recruitment platform does not use AI nor is it part of our current recommended recruitment process.