Job Description

Candidate are to apply on the University of Manitoba's UM Careers website. Only applications through the UofM's UM Careers website will be accepted.

Requisition Number: 37345

:

Program & Clinical Exam Coordinator - Office Assistant 5(AESES)

Existing Budget-Funded Continuing Full-Time

35.00 hours/week, Monday to Friday, 8:30 a.m. to 4:30 p.m.

Salary Range: $26.62 - $36.41 per hour ($48,448.40 - $66,266.20 per annum)

Proposed Start Date: March 24, 2025

Trial/Probation Period: 840.00 work hours

For all questions relating to this job posting, please contact:

Ceilidh Miller,

Lead Administrator, Office of Continuing Competency & Assessment

A108A Chown Building, Bannatyne Campus

Ceilidh.Miller@umanitoba.ca

Responsibilities :

- Conducts a needs assessment to assist in the coordination of the assigned program.

- Attends various educational program planning committee meetings, takes, transcribes, and distributes minutes, prepares and distributes materials, notices, and agendas, and follows up on action items within the established time frame.

- Arranges meetings, educational programs, and other events, books space and associated services, and secures the required equipment.

- Arranges for the required advertising.

- Makes travel arrangements for guest speakers, prepares itineraries, and ensures travel expense forms are completed and processed in collaboration with the Financial Assistant, in accordance with established policies and procedures.

- Participates in the development of cost and timeline projections and monitors on an ongoing basis.

- Develops and maintains files, records, manuals, and libraries as needed, and utilizes the CPD Event Learning Management System and Event Management System for tracking, analysis, and the provision of reports.

- Participates in efforts to improve efficiencies in program planning, delivery, and coordination.

- Liaises with corporate sponsors, ensuring that financial contributions and presence during educational programs occur within defined standards.

- Monitors registration and income, and notifies the Managing Director, Program Director, and/or event Chair when a program is at risk of being financially unviable, allowing sufficient cancellation time if required.

- Ensures the security of exam materials before, during, and after the exam, including strict control of secure exam papers and props.

- Assists in the recruitment of examiners, working with the Exam Body to ensure that examiners are properly credentialed (exam dependent).

- Drafts a preliminary exam staff roster for leadership review and approval.

- Recruits exam staff (casual - invigilators; up to 35 depending on the size of the exam), communicates assigned roles, and assists in orientation and training.

- Coordinates with senior exam staff to set up and administer the exam, including specific room layout, secure props, exam papers, and signage.

- Provides the examination body with brief written updates and reports as required.

- Keeps a time log and ensures all senior staff do the same, submitting logs to the exam body post-exam.

- Monitors registration and income and notifies the Managing Director and Director of the Clinician Assessment Program (CAP) when an exam is at risk of being financially unviable, allowing sufficient cancellation time if required.

- Orders supplies and services (e.g., catering, IST, setup, exam supplies, and equipment) using EPIC as required and within university policies and procedures.

- Participates daily in various duties associated with the event accreditation process and reports to the accreditation leads as required, staying informed of accreditation standards as they relate to the area.

- Assists other CCA staff during peak periods and absences.

Qualifications :

MINIMUM FORMAL EDUCATION/TRAINING:
- Successful completion of a recognized secretarial/administrative training program required.

EXPERIENCE:
- Four years recent, related office experience, project management, and/or event planning experience required

- Experience working in a University environment with knowledge of University policies and procedures preferred.

- Experience coordinating educational events/conferences preferred.

- An equivalent combination of education and experience, as recognized by the University of Manitoba, may be considered.

SKILLS AND ABILITIES:
- Demonstrated proficiency, at an intermediate level, in the use of Windows and Microsoft Office applications including: Word, Excel, PowerPoint, Outlook, Teams and Web Browser required.

- Ability to set up and maintain spreadsheets and databases and create reports utilizing and manipulating the data required.

- Demonstrated ability to organize, prioritize, and complete complex secretarial/administrative and/or accounting functions required.

- Excellent planning, organizational and project management skills required.

- The ability to develop and monitor event budgets and monitor and follow contractual budget agreements required.

- Must have experience providing administrative support to committee's, working groups, head offices, professionals working remotely.

- Ability to analyze data and prepare reports required.

- Demonstrated ability to plan, organize, coordinate and establish work priorities and deadlines required.

- Effective verbal and written communication skills, with the ability to provide advice and develop and present informational materials required.

- Ability to observe, document, and analyze the effectiveness/success of an educational program or assessment and provide sound recommendations for improvement required.

- Ability to make sound independent judgments and utilize problem solving abilities required.

- Ability to establish and maintain effective working relationships with various levels of internal and external contacts required.

- Attention to detail and accuracy of same required.

- Ability to work both independently and as a member of a team required.

- Ability to participate in developing and interpreting department policies and procedures required.

- Ability to communicate with all levels of staff, students, faculty members, government and the public, with tact, diplomacy and professionalism at all times required.

- Ability to coordinate workflow, identify processes requiring improvement and recommend, develop and implement modifications to improve efficiency required.

- Ability to remain collected and calm in the face of stress and adversity required.

- Ability to observe and document lessons learned and feedback from events required.

- Ability to make sound judgement and utilize problem solving required.

- Attention to detail and accuracy required.

- Supports procedure development and quality improvement required.

- Must be able to work evenings and weekends as required.

- Must be able to work long days on multiple occasions throughout the year.

- Must be able to travel overnight 2-3 times per year.

- Must be physically capable of performing duties related to the role.

- Satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS THAT MAY BE PREFERRED:

- Experience planning and coordinating educational events for healthcare providers.

- Experience working with CACME Accreditation standards.

- Experience working with regulating bodies.

- Experience with practical clinical exams.

- Experience working in a healthcare or health education environment .

- Experience working with University enterprise systems (FAST, VIP, Concur, EPIC).

- Knowledge of University regulations, programs and procedures.

- Knowledge of medical terminology.

- Previous supervisory experience.

Additional Information:

This position is based on the Bannatyne Campus.

Job Types: Full-time, Permanent

Schedule:

Monday to Friday
Education:

Secondary School (preferred)
Work Location: Hybrid remote in Winnipeg, MB R3E 3P5

Application deadline: 2025-02-27
Expected start date: 2025-03-24