Job Description

Regular/Temporary

Regular

Job Title

Program Coordinator

Job ID

72187

Location

Central Campus

Open Date

09/25/2025

Job Type

Continuing

Close Date

10/11/2025

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Educ Postgrad

Salary Grade/Band

Grade 7

Salary Range

$25.70 - $39.89 (hourly)

Hours per Week

35

Posting Details

Schedule

8:00-4:00pm (Monday- Friday)


Start Date: ASAP

Education Level

2 year Community College diploma in Office Administration or related field

Career Level

Experienced

Program Coordinator

JD 0692

Unit/Project Description

: PGME is a dynamic and multifaceted office that supports 60 residency programs, 200 fellowship programs, and more than 1,400 trainees across hospitals and clinics throughout Ontario. We are seeking a Program Coordinator to provide exceptional administrative leadership and guidance within the central PGME office. Reporting to the Manager, PGME and working closely with the Assistant/Manager and other Program Coordinators, the successful incumbent will oversee a diverse portfolio of projects essential to PGME operations. This includes leading educational initiatives, supporting administrative functions (e.g., human resources, finance), and supporting PGME communications such as website updates and digital resources.


The ideal candidate will demonstrate sound judgment, strong organizational and communication skills, and the ability to maintain accuracy, professionalism, and confidentiality. Success in this role requires experience working in a fast-paced, multifaceted environment, both independently and as part of a team, while effectively managing competing priorities and deadlines. The Program Coordinator will play a key role in the administration and delivery of PGME educational initiatives and projects that build the capacity of our trainees, Program Directors, and Program Administrators. Working collaboratively with the Educational Lead Developer, the Coordinator will contribute to the development of educational tools, resources, and materials, while also planning and facilitating educational events, scheduling meetings, etc.

Job Summary:

Responsible for developing, planning, and maintaining the efficient operation of a division and its related programs, and coordinating all aspects of the program including curriculum administration, implementation, promotion, recruitment, resource, and financial management. Implements and maintains the efficient administrative operations at a designated site under the direction of senior staff.

Purpose and Key Functions:

Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation. Participate in the development, evaluation, and review of academic and scholarly programs and resources. Organize, coordinate, and assist with educational programs and events such as retreats, education days and other capacity building programs. Communicate and work collaboratively with various internal and external organizations and departments. Coordinate the calendar of supervisor and others and resolve scheduling conflicts. Develop the program budget for review and approval. Implement and maintain the program budget and expense reports. Create financial projections and make adjustments to the program budget throughout the fiscal year. Ensure that financial accounts and reports are completed and managed competently and efficiently. Exercise appropriate controls, monitor, and reconcile accounts. Facilitate meetings with various individuals including, but not limited to, program stakeholders and groups. Write a variety of documents including, but not limited to, reports, correspondence and minutes. Use a dictaphone to transcribe correspondence and other documents. Provide faculty and staff information regarding program policies and information about program requirements. Provide work procedure advice and guidance to staff. Review current academic calendar, and recommend and prepare curriculum revisions and clinical training schedules. Plan and coordinate a variety of departmental activities and events. Gather and compile information required for a variety of documents and reports. Complete research ethics board applications and other related proposals for review by senior staff. Update and maintain records and databases. Act as a liaison between the department and various stakeholders with regards to facility operations. Train and mentor support staff and act as first point of contact with regard to issues related to administrative staff. Ensure adherence to health and safety requirements and maintain the training database for staff. Ensure timely and efficient processing of attendance sheets and payroll for temporary, casual and continuing staff. Provide efficient facility management the administrative support structure at the designated hospital site. Provides front line service to faculty and staff, and in consultation with senior staff, sets standards for the quality of department services. Provide information to individuals with inquiries surrounding human resources matters including, but not limited to, collective agreements, hiring procedures, benefits, vacation, sick time, and payroll processes.

Supervision:

Provide lead hand supervision and is responsible for the quality and quantity of work of others. Provide orientation and show procedures to others.

Qualifications:

2 year Community College diploma in Office Administration or related field. Requires 4 years of relevant experience.

Assets:

Experience working with postgraduate medical residents and facilitating processes and administration required to support training. Experience planning, coordinating, and implementing the execution of multifaceted events involving residents, fellows, and university services.

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 PGME-specific policies and procedures and policies specific to McMaster University. Experience collecting, collating, verifying, and inputting data into various spreadsheets, databases, and student information systems with high accuracy and attention to detail. Experience identifying educational planning strategies and determining education topics to enhance and improve capacity. Experience facilitating and leading events geared at promoting conversation, understanding challenges and obstacles, and identifying barriers. Experience planning educational events to overcome educational gaps and challenges. Experience implementing continuous quality improvement efforts to improve strategies and processes. 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. Proven experience collecting, analyzing, assessing, and summarizing information relevant to the decision-making process and developing final approval and implementation recommendations. Strong attention to detail and an aptitude for problem-solving are 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, Mosaic, and MedSIS. At least 2 years of experience as a Program Administrator in a postgraduate medical education program or similar experience

We thank all applicants who are interested in the position - only those selected will be contacted for an interview.

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.


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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.

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