Program Administrator

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The Department of Family Medicine, Rady Faculty of Health Sciences, is seeking a highly organized and detail‑oriented Program Administrator to support residency training operations. Reporting to the Education Director(s), the incumbent is responsible for coordinating and managing complex learner schedules, including rotations, call schedules, and individualized training plans that meet accreditation and program requirements. The role oversees the administration of assessments and evaluations, maintains records within the electronic curriculum management system (Entrada), coordinates educational programming and events, and ensures compliance with institutional policies and collective agreements.

The successful candidate will serve as a key administrative resource for residents, faculty, and program leadership, providing support for committee activities, CaRMS processes, appointments and reappointments, and learner documentation. This position requires strong organizational skills, the ability to manage multiple competing deadlines, and the capacity to liaise effectively with distributed clinical sites and internal and external stakeholders to support high‑quality educational delivery across the program.

• Completion of a formal training program in a related discipline from a recognized institute plus four years of directly related experience.
• Experience using Curriculum Management System is required.
• Experience working in a university and medical education environment with knowledge of university policies and procedures is preferred.
• An acceptable equivalent combination of education and experience may be considered.
• University, Medical Education, and Hospital functions, policies and procedures is required.
• Competence in advanced features of a spreadsheet/database application, sharing data between applications and creating and editing reports is required.
• Demonstrated proficiency, at an intermediate level, in the use of Windows and Microsoft Office Applications is required.
• Demonstrated experience in curriculum management systems is required.
• Must effectively complete tasks, multiple priorities, complex administrative processes independently and in conjunction with others is required.
• Excellent communication skills; organizational skills; problem‑solving skills and conflict‑resolution skills are required.
• Ability to assess situations and determine appropriate action is required.
• Ability to demonstrate tact, diplomacy and professionalism always is required.
• Ability to coordinate workflow, identify processes requiring improvement and recommend modifications to improve efficiency is required.
• Ability to contribute effectively to the department strategic plans and goals and objectives of the team is required.
• Ability to work in harmony with others and help staff, learners and the public is required.
• Ability to develop and maintain professional working relationships is required.
• Attention to detail and accuracy of same is required.
• Ability to identify and maintain confidential information is required.
• Familiarity taking minutes is required.
• A satisfactory work record, including satisfactory attendance and punctuality, is required

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