City : Hamilton

Category : Other

Industry : Education

Employer : McMaster University

The Department of Medicine, the largest department within the Faculty of Health Sciences, encompasses 18 Divisions representing the full breadth of Internal Medicine. Guided by a mission to deliver exceptional clinical care, provide outstanding education, and remain a world‑leading centre for research and innovation, the Department is deeply committed to supporting learners and advancing excellence across all areas of academic medicine. Our Internal Medicine Residency Program plays a key role in advancing this mission by training the next generation of physicians.

The Department is seeking a dynamic and highly organized Program Manager to join the Internal Medicine Residency Program and provide overall administrative direction. In this pivotal role, the Program Manager will be responsible for providing effective management of all administrative activities of an academic program. Coordinates the financial, physical and staff resources to conduct academic activities that include postgraduate medical education, research program, and physician professional development programs. Responsible for providing overall administrative direction including coordinating all aspects of the residency 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.

The Program Manager offer strategic administrative leadership, oversee daily operations, and support the team in delivering the high‑quality training experience our residents rely on. Acting as a central resource and team leader, the Program Manager will guide office operations, coordinate program activities, and contribute to a supportive and efficient environment for residents, faculty, and staff.

Accountabilities:

• 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 programs and prepare recommendations for review and approval.
• Collect, analyze, assess, and summarize information relevant to the decision-making process and develop recommendations for final approval and implementation by the Program Director, Undergraduate Coordinator, Research Director, Continuing Medical Education program Chairs, or Division Director.
• Make recommendations on Division operations including policies and procedures.
• Work with Director(s) to develop and implement policies.
• Manage and delegate appropriately the physical resources including office space, conference room, equipment, inventory and internet access.
• Ensure cooperation of faculty and staff when implementing new policies and initiatives.
• Liaise with Human Resources to hire and manage support staff both full-time and temporary.
• Orient new staff to the policies and procedures and establish accountability for multiple stakeholders.
• 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.
• Orient students to the program and provide them 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 and grades.
• Conduct student surveys to ensure that academic programmes are meeting the needs and objectives of both the student and the program.
• Coordinate academic awards nominiation process, preparation and distribution of awards, and awards ceremonies.
• Coordinate graduation ceremony for postgraduate program.
• Compile information and develop a variety of documents and reports, including but not limited to, program accreditation, enrolment, and degree audits.
• Review and edit documents, manuscripts and webpage content.
• Develop estimates of time, resources, and budgets for various Division activities and events
• Develop multiple program budgets for review and approval and liaise with the finance personnel.
• Implement and maintain the multiple Division  budgets. Create financial projections and makes adjustments to the program budgets throughout the fiscal year.
• Exercise appropriate controls, monitor, and reconcile accounts.
• Work with various databases as required by programs.
• Develop marketing and advertising brochures for a variety of purposes, functions, and events.
• Promote the Division activities to visitors and representatives both internal and external to the University.
• Represent the Division at various recruitment events.
• Create and approve content and design for the Division website.
• Update information and maintain the website.
• Compile survey data and monitor academic programs offered by competing institutions and conduct research into pedagogical practices of academic programs at other institutions.
• Conduct student surveys to ensure that academic programs 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, Division stakeholders, residents 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.
• Prepare all relevant information to ensure full accreditation of Continuing Medical Education (CME) conferences.
• Responsible for venue selection and co-ordination of CEM conferences in and out of country
• Process credit card transactions for conference registration.

Skills and Qualifications:

• Bachelor's degree in a relevant field.
• Requires 3 years of relevant experience.

Experience with the following duties is also an asset:

Program Operations & Coordination

• Coordinate and support the effective daily operation of the academic program, ensuring processes, timelines, and activities run smoothly and efficiently.
• Orient new staff to policies, procedures, business processes, and divisional expectations.
• Review, assess, and anticipate both immediate and long‑term program needs; identify operational matters and provide evidence‑based recommendations to the Program Director.
• Coordinate aspects of curriculum administration, including CaRMS match, registration prioritization, and academic record review.
• Develop, update, and maintain program documentation, policies, and administrative materials.
• Gather, compile, and organize data for formal reports, including accreditation documents, and faculty and program evaluations.

Resident Rotation Scheduling & Academic Planning

• Lead the annual development, coordination, and implementation of the comprehensive PGY1–PGY3 resident rotation schedule, ensuring alignment with curricular requirements, accreditation standards, service capacity, and learner progression.
• Manage a complex, longitudinal, multi‑year scheduling framework spanning multiple postgraduate levels, clinical services, and training sites.
• Collaborate with Program Leadership, faculty, clinical divisions, and external partners to confirm rotation availability, sequencing, and educational objectives.
• Anticipate and resolve scheduling challenges related to resident leave, remediation, research requirements, progression standards, and evolving service needs.
• Integrate key academic milestones, including Research Day, into the annual and longitudinal schedule, ensuring protected time, equitable participation, and alignment with program expectations.
• Coordinate academic planning to support resident scholarly activity, including submission timelines, presentation requirements, and supervision considerations as they relate to scheduling.
• Maintain schedule integrity through ongoing updates, contingency planning, documentation control, and timely stakeholder communication.
• Serve as the central point of accountability for rotation schedule accuracy, implementation, and compliance.

Communication & Stakeholder Engagement

• Serve as a key point of contact for learners, faculty, staff, and external partners, delivering clear, accurate guidance on program requirements, policies, and processes.
• Provide guidance to learners regarding rotation selection, academic pathways, and graduation requirements, ensuring adherence to academic and administrative standards.
• Prepare and deliver program‑related presentations to internal and external audiences.
• Respond to inquiries and concerns, supporting issue resolution with professionalism and sound judgment

Event Coordination & Committee Support

• Plan, organize, and coordinate program events such as orientations, workshops, program committee meetings, research day, and other large program‑related gatherings.
• Manage event logistics, including scheduling, venue coordination, material preparation, participant communications, and follow‑up activities.
• Coordinate training, information sessions, and onboarding activities for casual staff, trainee groups, and program stakeholders.
• Support strategic planning meetings and consultation sessions by preparing materials, coordinating participation, and documenting outcomes.

Program Improvement & Innovation

• Analyze stakeholder feedback to evaluate program effectiveness and alignment with academic and operational objectives.
• Examine program challenges, operational issues, and emerging needs, developing recommendations or action plans for the Program Director and Education Program Manager to review.
• Support program innovation by monitoring institutional best practices, synthesizing findings for program enhancement.
• Identify opportunities to improve administrative efficiency, streamline processes, strengthen learner experience, and modernize program communication channels.
• Participate actively in meetings, review processes, and working groups focused on improving program operations and advancing strategic goals.

​​​​​​​Additional Information:

Core Capabilities

• Demonstrated ability to manage complex, interdependent schedules and workflows in a dynamic, time‑sensitive environment.
• Proven organizational and planning skills, with strong attention to detail and the ability to manage competing priorities across multiple stakeholders.
• Strong interpersonal and communication skills, with the ability to work effectively with faculty, learners, clinical partners, and administrative colleagues.
• Demonstrated judgment, discretion, and professionalism when handling sensitive academic or personnel‑related matters.
• Experience providing functional leadership or guidance to staff, learners, or casual team members.
• Comfort operating in an environment that requires influencing without direct authority, building consensus, and supporting team effectiveness.
• Evidence of leadership capability through initiative-taking, problem-solving, and continuous improvement efforts.
• Extremely organized, highly motivated, and accountable.
• Proactive, initiative‑driven, and solutions‑focused.
• Able to anticipate needs, manage risk, and adapt to changing program priorities.
• Experience supporting a residency training environment, preferably within Internal Medicine or another Medicine‑based specialty.
• Familiarity with the structure and progression of PGY training programs, including rotation requirements, academic milestones, and learner advancement.
• Experience coordinating or managing resident rotation schedules or similarly complex academic/clinical scheduling frameworks.
• Working knowledge of academic or clinical education systems such as MedSIS, One45, Medportal, and Microsoft Teams.
• Familiarity with the clinical and educational relationships among teaching hospitals and their role in postgraduate medical education.
• Experience working in a large, matrix‑structured organization where collaboration across departments, divisions, or sites is required.